Administrative Assistant

Job Posting Organization:
The Norwegian Refugee Council (NRC) is a humanitarian organization established in 1946, dedicated to helping people forced to flee their homes due to conflict and disaster. With a mission to protect the rights of displaced individuals and provide them with the necessary support, NRC operates in over 30 countries worldwide. The organization employs thousands of staff members who work tirelessly to deliver essential services such as education, shelter, and legal assistance to those in need. NRC is committed to ensuring that displaced individuals can rebuild their lives and regain their dignity.

Job Overview:
The Administrative Assistant position at NRC is crucial for ensuring the smooth operation of administrative functions within the organization. The role involves supporting the implementation of the support function portfolio according to the established plan of action. The Administrative Assistant will be responsible for preparing and developing status reports as required by management, ensuring proper filing of documents, and maintaining a filing system for all administrative documents in accordance with NRC procedures. This position also emphasizes the importance of promoting and sharing ideas for the improvement of the support function, ensuring compliance with all administrative legal requirements, and supervising the day-to-day work of cleaning and casual staff. The Administrative Assistant will play a vital role in maintaining the cleanliness and orderliness of the office environment, as well as assisting with various administrative matters such as filing, typing, and maintaining inventory of office supplies and equipment.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Adhering to NRC policies, tools, handbooks, and guidelines.
• Assisting with the implementation of the support function portfolio according to the plan of action.
• Preparing and developing status reports as required by management.
• Ensuring proper filing of documents and implementing a filing system for all administrative documents according to procedures.
• Promoting and sharing ideas for improvement of the support function.
• Ensuring compliance with all administrative legal requirements, including taxes, government registrations, and licenses.
• Supervising the day-to-day work of cleaners and casual staff.
• Filing administrative documents according to procedures.
• Ensuring timely payment of utility bills (e.g., electricity, water, phone). 1
• Overseeing the maintenance and cleanliness of all office interiors and advising cleaners accordingly. 1
• Assisting in administrative matters such as filing, typing, updating phone lists, and maintaining adequate stationery supplies. 1
• Maintaining inventory of office equipment, furniture, and fittings. 1
• Arranging for internal/external conferences and workshops. 1
• Ensuring order and cleanliness of offices and accommodation facilities, including arranging for general maintenance as needed. 1
• Arranging staff flight bookings, transport, and accommodations in coordination with other NRC offices. 1
• Arranging accommodation for staff and visitors, including check-in and payment follow-up. 1
• Ensuring NRC assets are in good condition and monitoring maintenance as required. 1
• Properly filing asset-related documents (e.g., equipment check-in/check-out, waybills, donation certificates, asset transfer forms). 1
• Maintaining custody of office keys. 2
• Performing any other duties assigned by the line manager.

Required Qualifications:
The position requires candidates to hold a Bachelor of Commerce, Bachelor of Business Administration, or any other relevant undergraduate qualification. Candidates should possess strong organizational skills, efficiency, and a proactive work ethic. The ability to work hard and maintain a high level of organization is essential for success in this role. Additionally, candidates should be able to commence work immediately upon hiring.

Educational Background:
Candidates must have a Bachelor’s degree in Commerce, Business Administration, or a related field. This educational background provides the necessary foundation for understanding the administrative functions and responsibilities associated with the role of Administrative Assistant.

Experience:
No prior work experience is required for this position, making it an excellent opportunity for recent graduates or individuals looking to start their careers in administration within a humanitarian organization. The focus is on candidates who are well-organized, efficient, and hard-working, with a proactive approach to their tasks.

Languages:
While specific language requirements are not mentioned, proficiency in English is likely mandatory due to the nature of the organization and its operations. Additional local languages may be beneficial, especially for candidates from the local community, as the position gives preference to local applicants.

Additional Notes:
This position is open to candidates from the local community, with a strong emphasis on qualified female applicants. All applications must be submitted through the Norwegian Refugee Council’s recruitment portal, and hard copy submissions will not be accepted. The deadline for online applications is set for 14th November 2025.