Administration Officer

Danish Refugee Council (DRC) is an international non-governmental organization, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world.

Overall purpose of the role:

• Oversee all aspects of administrative support at the DRC office, ensuring efficient operations and procedures.
• Implementation of administrative policies at the office.
• Develop systems that contribute to improve the efficiency and cost-effectiveness of the administrative operations.         

Responsibilities:

Administrative support

• Ensure all utility payments are done on timely basis. 
• Ensure meetings for the senior management team are organized and other administrative support as may be required.
• Drafting meeting minutes.
• Tracking action points according to meeting minutes.
• Provide support to Area Manager and area senior management team on searching actual legislation and policies.
• Communicate with local authorities and other NGOs/CSOs on request of Area Manager or Advocacy Coordinator.
• Assist in preparing MoUs with local authorities, NGOs/CSOs.
• Assist with travel and accommodation. 
• Jointly with Finance and Programs units organize the contract’s scanning and storing, archiving documents and transfer to Kyiv archive;
• Any other duties as requested by Area Manager.

Facilities Office management

• Ensure all office infrastructures are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
• Oversee all aspects of office maintenance and cleanliness. 
• In  conjunction with the safety team, ensure safety and security issues for the general security of the office. 
• Maintain and update lease agreements and coordinate the renewal of leases for office premises, guesthouse and expatriate housing. Act as the focal point for liaison with landlords. 
• Coordinate handover of leased properties and ensure security deposits are refunded on timely basis. 
• Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures. 
• Manage the administration team to ensure overall efficiency.  

Rental apartments/Guesthouse management

• Management of the rental apartments/guesthouse ensuring all infrastructures are safe and functioning. 
• Oversee all aspects of upkeep and cleanliness at the rental apartments/guesthouse. 
• Ensure rental apartments/guesthouse stocks and supplies are in place, and monitor their utilization.
• Act as focal point for guesthouse and expatriate houses, liaise with property landlords on any matters arising. Oversee repairs as required.       

About you:

• To be successful in this role we expect you to have experience in humanitarian administration work
• Commitment to learning and implementing organizational policies and procedures.
• Excellent skill in MS Word, Excel, and PowerPoint
• Experience in managing ERP system is an asset

Education:

University degree in Administration or equivalent professional qualification

Languages: 

• Proficiency in written and spoken Ukrainian language.
• Intermediate or Advanced English (speaking/reading/writing).

We offer: 

• Contract length: 12 months with the possibility of renewal depending on the effectiveness and funding of the program. Preliminary 3-month trial
• Start date: As soon as possible

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff. 

Application process

All applicants must send a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: 31 May 2023

We reserve the right to conduct further interviews before the deadline for submission of applications.

For further information about the Danish Refugee Council, please consult our website drc.ngo