Administration Officer

Who are we?

Danish Refugee Council is a leading humanitarian agency pursuing our mandate to protect and promote durable solutions to displacement-affected populations based on humanitarian principles. DRC applies a regional approach with operational presence in Iraq, Jordan, Lebanon, Syria, Turkey & Yemen with a Middle East Regional Office (MERO) based in Amman, Jordan, which has 30 staff. Overall in the region DRC Middle East has more than 1,800 staff and an operating budget of USD 120 million.

About the Job

The Administration Officer is responsible for the administrative functions of the Regional Office under the supervision of Regional HR & Admin Manager. The Admin officer oversees all aspects of administrative support at DRC Regional office, ensuring efficient operations and procedures.

Your main duties and responsibilities will be:

Office Management:

• Order office supplies, stationary for the office and arrange for business cards for staff as required.
• Oversee all aspects of office maintenance and cleanliness including daily supervision of the office cleaner.
• Attend and receive phone calls to DRC office.
• Stationed at the reception to welcome and greet visitors to the DRC office, and direct them accordingly or escort them to specific destinations.
• Ensure repairs and maintenance of facilities and equipment’s in compliance with DRC standards and procedures.

Travel and Event Coordination:

• Travel booking, managing travel expenses, Hotel booking and expense booking.
• Arrange transportation when requested and on timely manner.
• Organize meetings/events/trainings and regional workshop when requested including getting the required approval from government for these workshops and meetings.
• Issue pre-arrival visas for participants and add them to the tracking list.
• Ensure meetings for the senior management team are organised and other administrative support as may be required.

Administrative Support:

• Confirm that all administrative expenses for office and guest houses (utilities, telephone, internet, diesel etc) are done through the respective procurement policies and set of required paperwork.
• Ensure all utility payments for expats and for DRC regional office are done on timely basis.
• Confirm that all expenses for any agreements done between DRC and vendors/suppliers are done through the respective procurement policies and set of required paperwork.
• Support in filing and organization of all DRC contracts and archives (commercial, maintenance, and rental…etc)
• Inventory check for all assets in guest houses, ensure that all assets are properly recorded and added to the asset list and get the required signatures Update.
• Keep and update tracking sheet for travel and hotel bookings, visas, and transportation and guest house visitors.
• Prepare monthly time sheet for cleaner.
• Support staff from other legal entities traveling to Amman- Regional Office for business trip in getting their visas, arrange their booking in the guest house/hotels, support in transportation and any other administrative support that may be required.
• Ensure guesthouse stocks and supplies are in place, and monitor their utilization.
• Any other tasks assigned by the supervisor.

Time Management and Organization:

Prioritizing tasks and managing time effectively to meet deadlines.

About you

To be successful in this role, we expect you to have:

• Bachelor’s degree in relevant field or extensive experience can substitute qualification.
• Minimum (2) years of administration experience with INGOs or NGOs.
• Excellent communication skills – verbal and in writing.
• Excellent inter-personal skills and proven ability to negotiate with a wide range of people (internally and externally).
• Ability to adapt to the complex and stressful working conditions of the area of operations.
• High-level knowledge and practice with Word, Excel, Outlook, etc.
• Ability/willingness to work with extremely tight deadlines and multiple tasks.
• Knowledge in working on ERP system.
• Fluency in English and Arabic.

In this position, you are expected to demonstrate DRC’ 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 uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer:

• Contract length: one, subject to renewal based on funding and satisfactory performance.
• Band: Non – Management H.
• Designation of Duty Station: Amman- Jordan.
• Start date: ASAP.
• Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national employees; please refer to our website.