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Closing: Aug 19, 2022

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Published: Aug 5, 2022 (8 days ago)

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Job Summary

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About you

In this position, you are expected to demonstrate DRC’s five core competencies:

  • Striving for excellence: You focus on reaching results while ensuring an efficient process.
  • Collaborating: You involve relevant parties and encourage feedback.
  • Taking the lead: You take ownership and initiative while aiming for innovation.
  • Communicating: You listen and speak effectively and honestly.
  • Demonstrating integrity: You act in line with our vision and values.

Qualifications and Experience

  • A Bachelors degree in Business Administration or related field
  • At least five years' experience in administration, in an international NGO in a similar role. 
  • Strong people management skills with demonstrated ability to lead, build and motivate teams.
  • Strong planning and coordination skills.
  • Excellent attention to detail and organization
  • Ability to handle substantial workload of diverse tasks in a fast-paced environment with competing priorities. 
  • Knowledge of travel and immigration procedures. Must have experience in handling humanitarian flight services (EC & UNHAS).
  • Positive attitude and service oriented with a high level of personal initiative and pro-active problem solving.
  • Able to work with minimum supervision and accomplish results.
  • Strong communication and interpersonal skills and ability to maintain open communication at all levels across the organization.
  • Excellent communication skills in English is required.


Responsibilities

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

  • Striving for excellence: You focus on reaching results while ensuring an efficient process.
  • Collaborating: You involve relevant parties and encourage feedback.
  • Taking the lead: You take ownership and initiative while aiming for innovation.
  • Communicating: You listen and speak effectively and honestly.
  • Demonstrating integrity: You act in line with our vision and values.

Qualifications and Experience

  • A Bachelors degree in Business Administration or related field
  • At least five years' experience in administration, in an international NGO in a similar role. 
  • Strong people management skills with demonstrated ability to lead, build and motivate teams.
  • Strong planning and coordination skills.
  • Excellent attention to detail and organization
  • Ability to handle substantial workload of diverse tasks in a fast-paced environment with competing priorities. 
  • Knowledge of travel and immigration procedures. Must have experience in handling humanitarian flight services (EC & UNHAS).
  • Positive attitude and service oriented with a high level of personal initiative and pro-active problem solving.
  • Able to work with minimum supervision and accomplish results.
  • Strong communication and interpersonal skills and ability to maintain open communication at all levels across the organization.
  • Excellent communication skills in English is required.


Office Management/Administrative Support

  • Manage the administrative operations of the DRC regional office by ensuring adequate office supplies.
  • Oversee general maintenance and repair of the regional office furniture and equipment and ensure they are always in a good state of repair.
  • Plan, organize and coordinate meetings and events by ensuring hotel bookings, logistical support, meeting venues are identified and ensure that staff are aware of all the local administrative rules and regulations. 
  • Oversee the travel desk by ensuring flight bookings, airport transfers, confirmation of hotel bookings, sharing of relevant administrative information and processing Travel agent invoices.
  • Initiate all administration related procurement processes and ensure adherence to DRC’s Operations Handbook.
  • Participate as a tender committee member in the tendering process for administrative related services.
  • Participate in reviewing of the administrative policies and guidelines and ensure communication to staff and compliance.
  • Coordinate timely payment for administration related office supplies and expatriate utilities.

Management of administrative contracts/Leases

  • Manage expatriate service contracts, Lease Agreements and Memorandum of understanding by initiating the procurement process, negotiation and administration of these contract/leases/MOUs to ensure quality and also manage the relationship with the Service providers.
  • Assess and identify suitable housing for expatriate staff and coordinate with the Safety Coordinator to ensure these houses meet the required minimum DRC security standards.
  • Maintain a record of all leases and contracts and ensure renewal in good time and be the focal point for liaison with Landlords.
  • Coordinate timely handover of leased properties and ensure a proper handover process including refund of security deposits and restoration of the properties to their original state. 

Staff Onboarding

  • Provide new staff with a detailed orientation on administrative policies, procedures and regulations. Inform expatriate staff on key administrative requirements that relate to expat staff.


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