Roles and responsibilities

The purpose of the Administrative Officer position is day to day implementation of the support functions responsibilities. 

Generic Responsibilities

• Ensure adherence with NRC policies, tools, handbooks and guidelines
• Implement delegated support function portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Promote and share ideas for improvement of the support function

Specific  Responsibilities

• Receiving visitors to the office in a cordial and respectful manner;
• Answering, forwarding, and screening phone calls in a professional manner;
• Making appointments and maintaining itineraries for the Country Director and NRC visitors;
• Serving as minute secretary for all administrative and staff meetings;
• Recording, preparing, and filing minutes of meetings in a timely and organized manner;
• Registering and distributing incoming and outgoing mail in accordance with the NRC Filing Key;
• Maintaining proper records of all correspondence (incoming and outgoing);
• Handling receipts and deliveries through DHL and other courier agencies and ensuring regular follow-up on NRC shipments;
• Managing and maintaining the petty cash fund of the Country Office in compliance with financial procedures;
• Operating the NRC switchboard, photocopier, and ensuring updated NRC contact lists are maintained;
• Making travel arrangements, including booking flights, hotel accommodation, and transport/shuttle services for staff and guests;
• Booking meeting and training rooms and ensuring they are properly prepared for use;
• Assisting in administrative tasks such as filing, typing, updating phone lists, and maintaining adequate stationery supplies for office use;
• Keeping clear and accurate records of all office deliveries, supplies, and inventory;
• Maintaining NRC archives in accordance with NRC guidelines and ensuring proper filing systems are followed;
• Coordinating logistics support for visitors, including airport transfers and local transportation arrangements;
• Ensuring smooth office communication and front desk operations;
• Providing general administrative support to all departments as required;
• Ensuring confidentiality, accuracy, and professionalism in handling office information and documents;
• Performing any other related duties as may be assigned.

Generic professional 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:

• BA degree in Management or related fields with 5 years of relevant work experience in administrative service preferably in INGO.
• Experience from working as a Support Function Officer in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Good knowledge of English
• Commitment to Humanitarian Principles and action
  

  Context/ Specific skills, knowledge and experience:

• Understanding of the relevant laws and statutory requirements.
• Good communication and interpersonal skills – build good relationship with internal and external stakeholders
• Wide knowledge of the INGO operations and the dynamics of the humanitarian sector
• Keen sense of compliance with policy and procedure
• Good employer-employee contract negotiation skills
• Personal conflict resolution and problem-solving skills
• Strong organizational and team working skills
• Good cultural awareness and sensitivity
• Basic employee counselling skills
• Highly confidential
• Good computer application skills in Microsoft Excel, Word, PowerPoint, database and network communications.

Behavioural competencies

• Handling insecure environment
• Planning and delivering results
• Working with people
• Analysing
• Communication with impact and respect
• Coping with change

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