Job Description

A job description is a written statement that describes the employee’s role and responsibilities. The role and responsibilities shall be executed within the NRC framework. The job description facilitates the recruitment process by stating the necessary competencies. It is mandatory for all positions.

Position:                                   Office Assistant/Archivist

Reports to:                                Admin Officer / Support Coordinator

Duty station:                             Sittwe office, Rakhine State

Category and Level:                  Grade 3, Step 1

Salary:                                      474,000 MMK per month

Duration of contract:                 Up to 31 December 2021

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

  1. Role and responsibilities

Generic Responsibilities

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan.

  1. To scan documentation relating to programme, finance, human resources, administration and logistics activities. It is also expected that activities relating to M&E will be scanned as well.
  2. The areas to be covered are primarily Sittwe, with some time in Maungdaw sub office.
  3. Important to have some working English and IT skills.
  4. To look at distributions that have been carried in the past six months and to complete the reconciliation document.  This includes obtaining all paperwork from logistics, finance and programme and to submit the data into the reconciliation sheet.
  5. To notify the Area Manager of any irregularities with the data.
  6. To ensure that NRC staff archive hard copies of the documents in tandem with the on-line system Office 365 filing tree.
  7. To carry out a training of trainer process for other focal points in each of NRC’s departments so that they become fully aware of processes and their responsibilities therein.

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.

  1. To reconfirm that all documents are correct before scanning, and contain all relevant information related to the activity.
  2. This includes the scanning and appropriate filing of all documents into the correct file, through a coding system. 
  3. To prepare a weekly report on any difficulties found and to submit this short report to Admin/HR Officer. This can ensure that a lesson learnt exercise is ongoing.
  4. That the focal points in various departments will watch the training video on Kaya [e-learning platform] and will be able to step into the role in the future as focal points, and participate in all training programmes as indicated.
  5. To ensure that hard copies of paperwork reflect the coding and filing process, to allow for easy referencing.
  6. To carry out any other tasks assigned by line Management.

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are

  • All NRC staff and visitors to NRC office
  • Finance, Admin/HR & Logs Department
  • Program Department

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:

  1. Professional competencies

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies for this position:

  • One year experience in a humanitarian/recovery context is desirable
  • Bachelor Degree holder is preferred
  • Documented results related to the position’s responsibilities

Context related skills; knowledge and experience (shall be adapted to the specific position):

  • Good communication skills
  • Sufficient local proficiency in Rakhine and Myanmar languages (both written and verbal)
  • Computer literate is desirable
  • Able to support team work
  • Basic English skills required.
 
  1. Behavioural competencies

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.

  • Planning and delivering results
  • Working with people
  • Handling insecure environments
  1. Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

  • Job Description
  • Work and Development Plan
  • NRC Competency Framework
At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.