Administrative Officer

Job Posting Organization:
The Norwegian Refugee Council (NRC) is a global humanitarian organization established in 1946, dedicated to helping people forced to flee their homes due to conflict and crises. With a presence in around 31 countries and approximately 14,000 staff members, NRC operates with a rights-based approach, advocating for the rights of displaced individuals as outlined in national and international laws. The organization emphasizes the principles of humanity, neutrality, independence, and impartiality, striving to secure acceptance from local stakeholders for its activities. NRC also engages with various actors to promote respect for the rights of vulnerable populations and to ensure access for humanitarian operations, ultimately working towards durable solutions for those affected by crises. NRC Geneva plays a crucial role in representing the organization with the Inter-Agency Standing Committee (IASC) and UN agencies, coordinating donor engagement, and leading efforts to assist and protect vulnerable and displaced individuals during crises, particularly in conflict situations.

Job Overview:
The Administrative Officer position is pivotal for the day-to-day implementation of support functions within the organization. This role involves ensuring adherence to NRC policies, tools, handbooks, and guidelines while implementing the delegated support function portfolio according to the established plan of action. The Administrative Officer is responsible for preparing and developing status reports as required by management and ensuring proper filing of documents. The position requires a proactive approach to promoting and sharing ideas for the improvement of support functions, thereby enhancing the overall efficiency and effectiveness of administrative operations. The role also involves direct interaction with visitors and staff, necessitating a professional demeanor and strong organizational skills to manage various administrative tasks effectively.

Duties and Responsibilities:
The Administrative Officer will be responsible for a wide range of duties, including but not limited to: receiving visitors to the office in a cordial and respectful manner; answering, forwarding, and screening phone calls professionally; making appointments and maintaining itineraries for the director" style="border-bottom: 1px dotted #007bff !important;">Country Director and NRC visitors; serving as the 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; handling receipts and deliveries through courier services; managing and maintaining the petty cash fund in compliance with financial procedures; operating office equipment such as the switchboard and photocopier; making travel arrangements for staff and guests; booking meeting and training rooms; assisting in administrative tasks such as filing and maintaining adequate stationery supplies; keeping clear records of office deliveries and inventory; maintaining NRC archives; coordinating logistics support for visitors; ensuring smooth office communication and front desk operations; providing general administrative support to all departments; ensuring confidentiality and professionalism in handling office information; and performing any other related duties as assigned.

Required Qualifications:
Candidates must possess a BA degree in Management or related fields, along with a minimum of 5 years of relevant work experience in administrative services, preferably within an International Non-Governmental Organization (INGO). Experience in a humanitarian or recovery context is essential, as is previous experience working in complex and volatile environments. Candidates should have documented results related to the responsibilities of the position and demonstrate a good knowledge of English. A commitment to humanitarian principles and actions is crucial, along with a strong understanding of relevant laws and statutory requirements. Good communication and interpersonal skills are necessary to build relationships with internal and external stakeholders, and candidates should have a wide knowledge of INGO operations and the dynamics of the humanitarian sector.

Educational Background:
The position requires a BA degree in Management or a related field. This educational background is essential to ensure that the candidate possesses the necessary theoretical knowledge and understanding of management principles that are applicable in an administrative context, particularly within humanitarian operations.

Experience:
Candidates should have at least 5 years of relevant work experience in administrative services, with a preference for those who have worked in an INGO setting. Experience as a Support Function Officer in a humanitarian or recovery context is highly desirable, as is familiarity with the complexities of working in volatile environments. Documented results related to the responsibilities of the position will be considered an asset.

Languages:
Proficiency in English is mandatory for this position. Additional language skills may be considered an advantage, particularly if they are relevant to the regions in which NRC operates or to the populations served by the organization.

Additional Notes:
The position is full-time and may involve working in a challenging environment. NRC is committed to diversity, equity, and inclusion, and encourages applications from individuals of diverse backgrounds. The organization has a zero-tolerance policy towards exploitation, abuse, and sexual harassment, and expects all employees to contribute to a safe working environment. The specific contract duration and seniority level for this position have not been detailed in the job posting.