Administration Technical Assistant
Norwegian Refugee Council (NRC)
Job Description
All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity, and accountability. These attitudes and beliefs shall guide our actions and relationships.
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Role and responsibilities
The Administration Assistant is responsible for performing clerical and administration duties and providing support to staff and visitors in daily offices/premises needs in line with NRC’s procedures and standards.
Generic responsibilities
- Ensure adherence with NRC policies, tools, handbooks, and guidelines.
- Occupy the reception area. Dispatch calls, mails and direct visitors
- 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.
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Ensure that NRC’s related activities are implemented within NRC’s Protection mainstreaming guidelines and report any breaches/concerns to the line manager and/or focal point for proper action.
Specific responsibilities
- Assist in Administrative routines and implementation of procedures for main office and field offices when needed.
- Maintain supplies inventory by checking stock to determine inventory level; anticipate needed quantities and items; place and expedite orders; and verify receipt.
- Order and dispatch prepaid lines for NRC Main office staff on monthly basis.
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Coordinate the provision of telephone lines and necessary follow up (both mobiles and landlines).
Order new lines, cancel, transfer and initiate payments when due.
- Ensure that all utility and running costs of the office and NRC premises are followed up, received and paid on timely manner.
- Coordinate for accommodations and conferences as needed and follow up on payments and agreements.
- Arrange for staff and visitors flight bookings and liaise with travel agencies companies for offers and confirmations.
- Issue Purchase requisitions and orders for all administration related needs including printing, visibilities, kitchen supplies, office needs etc.
- Prepare relevant Payment vouchers and follow up on payments
- Assist in requesting quotations, receive offers and prepare bid comparisons for Administration related issues upon need.
- Manage and organize the booking schedule of NRC Guesthouse and follow up on cleaning schedules and needs.
- Follow up NRC offices and other NRC premises’ maintenance records and visits.
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Perform any other administration related tasks requested by the Line manager or Head of Support.
Critical interfaces
- Logistics: Work closely with Logistics on PR’s, PO’s and Bid Analysis
- Finance: Coordinate with Finance on invoices and payments vouchers
- NRC Field Offices Coordinate with field offices and different departments on orders and follow ups
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External: Work closely with relevant companies and suppliers as per Administration needs
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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.
- Bachelor degree in Business Administration or equivalent
- 1 to 2 year of experience from working in the administration field
- Previous experience from working in complex and volatile contexts
- Fluent in English - both written and spoken
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Proficient in MS Office applications (Word, Excel, Outlook, and PowerPoint)
2. Behavioural competencies
- Working with people
- Planning and delivering results
- Communicating with impact and respect
- Coping with Change
- Handling insecure environment