- Role and responsibilities
The purpose of the Admin Assistant position is to assist in the day to day administrative work and implementation of the support functions responsibilities in Misrata office.
Generic responsibilities (max 10)
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- Adhere to NRC policies, tools, handbooks and guidelines
- Assist a range of support with the implementation of the CC portfolio according to plan of action
- Implements independently procedures and activities within own function or core competency as delegated
- Responsible for organizing and delivery of tasks in line with priorities and standards
- Develop and maintain knowledge of the specialist area of work in which technical assistance and support is being provided, in order to be most effective in supporting the team
- Use initiative in day to day problem solving in line with agreed procedures, priorities and standards for the area of work
- Prepare and develop status reports as required by management
- Ensure proper filing of documents
- Promote and share ideas for improvement in your area of expertise
Specific responsibilities
These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.
- Assist the HR, Logistics and Finance departments in day to day-up keep & Administrative issues in Misrata office.
- File administrative documents according to procedures and maintain stock of office supplies in Misrata office.
- Overall management of Rental Contracts (Guest Houses, Office), being the focal point with landlords/agency and follow up on maintenance-related issues as well as contract renewal and payment.
- Cover for other Admin roles in Misrata office as and when required.
- Raising PRs
- Prepare voucher and documentation related to cash box and supplier payments.
- Carry out regular cash count. .
- Process office-related procurement (Office Supplies and Stationeries, Guest House Equipment, etc.)
- Assist in the month-end accounting closing process, ensuring the accuracy and completeness of the ledger and all supporting documentation.
- Scanning and filing all transactions related.
- Supporting HR, Logistics and finance staff when needed.
Critical interfaces
By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:
- Area office support team
- Area office program budget holders
- Field office HR, Logistics and finance teams
- Country office HR, Logistics and finance and Admin
- Competencies
Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:
- Professional competencies
These are skills, knowledge and experience that are important for effective performance.
Generic professional competencies:-
- At least one-year experience of working in a humanitarian sector.
- Knowledge and experience within Admin, Logistics and Finance, l and ideally a relevant Bachelor’s Degree.
- Previous experience of working in complex and volatile contexts.
- Documented results related to the position’s responsibilities
- Fluency in English and Arabic.
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- Bachelor’s degree in administration, Finance or any relevant field.
- Knowledge in excel and other Microsoft office software.
- Knowledge in supporting documents needed for different kind of payments.
Behavioral competencies (max 6)
These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:
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- Handling insecure environment
- Planning and delivering results
- Empowering and building trust
- Communicating with impact and respect