Administrative Assistant

Job Posting Organization:
The Norwegian Refugee Council (NRC) is a global humanitarian organization established to assist people forced to flee their homes due to conflict and crises. NRC has been operational for several decades and has built a reputation for providing high-quality aid and defending the rights of refugees and internally displaced persons. The organization operates in multiple countries around the world, focusing on areas where the need is greatest. NRC is committed to fostering a culture of diversity, equity, and inclusion, and encourages professional growth and innovative teamwork among its employees. The organization emphasizes the importance of safeguarding and has a zero-tolerance policy against exploitation and abuse.

Job Overview:
The Administrative Assistant position at NRC is designed to support the smooth operation of the Taunggyi office by managing various administrative tasks. The role requires a proactive individual who can handle multiple responsibilities, including welcoming visitors, supervising cleaning staff, and ensuring the office environment is orderly and clean. The Administrative Assistant will also be responsible for managing office supplies, facilitating travel arrangements, and assisting with HR-related tasks. This position is crucial for maintaining effective communication and coordination within the office and with external stakeholders, ensuring that NRC's operations run efficiently and in accordance with organizational policies.

Duties and Responsibilities:
The Administrative Assistant will have a range of duties and responsibilities, including but not limited to: welcoming visitors to the NRC office and directing them appropriately; adhering to NRC policies and procedures; supervising cleaning staff to maintain cleanliness in the office; receiving, distributing, and registering faxes, mails, documents, and reports; filing administrative documents according to established procedures; ensuring timely payment of utility bills; facilitating maintenance of the NRC office and warehouse premises; assisting in the preparation of monthly staff updates and HR tasks; supporting the Field Office Coordinator in activities related to government authorities; ensuring the availability of standard NRC forms; managing office supplies efficiently; arranging travel for staff and visitors; assisting in catering and facilities arrangements for events; maintaining proper documentation for stock and warehouse management; and preparing monthly stock reports. The role also includes monitoring attendance and leave records for personnel in the Taunggyi office and assisting with procurement processes as needed.

Required Qualifications:
Candidates for the Administrative Assistant position should possess a strong background in administration, procurement, and human resources. They should have experience working in complex and volatile contexts, with documented results related to the responsibilities of the position. A working knowledge of English, both written and spoken, is essential. Candidates should also demonstrate strong communication, interpersonal, analytical, and negotiation skills, as well as the ability to multitask and motivate team members. Proficiency in using Windows-based computer software and modern control systems is also required.

Educational Background:
A relevant educational background is essential for the Administrative Assistant role. Candidates should ideally have a degree or diploma in administration, business management, or a related field. Additional certifications in human resources or procurement would be advantageous and demonstrate a commitment to professional development in these areas.

Experience:
The position requires candidates to have prior experience in administrative roles, particularly in environments similar to NRC's operational context. Experience in procurement processes and human resources management is highly desirable. Candidates should have a proven track record of effectively managing office operations and supporting teams in achieving their objectives.

Languages:
Fluency in English is mandatory for this position, as it is the primary language of communication within NRC and with external partners. Knowledge of local languages spoken in the Taunggyi region would be considered an asset, as it would facilitate better communication with local stakeholders and communities.

Additional Notes:
The Administrative Assistant position is a full-time role based in Taunggyi, Myanmar. The contract duration may vary based on organizational needs and funding availability. NRC is committed to recruiting both nationally and internationally, and offers competitive compensation and benefits packages to its employees. The organization values a supportive culture and encourages open dialogue between management and staff, fostering an environment where employees can thrive and contribute to NRC's mission.