Ended Admin Assistant

The Job

Job title: Admin assistance

Employment category: G (non-management)

Reporting to: TL - HR/Admin

Technical line manager: HR & Admin Manager

Direct reports:

Unit/department: HR & Admin Department

Location: Sana’a, Yemen

Authorization level: n/a

Overall purpose of the role:

Serves visitors by greeting, welcoming, and directing them appropriately; notifies personnel of visitor arrival; maintains security and telecommunications system.

Administrative Tasks

  • Responsible for drafting admin letters.
  • Schedule meetings and conference room with all requirements ( venues – refreshments – stationary and equipment) 
  • Support admin and other departments to prepare official letters, provide, translation of short messages….etc.
  • Responsible to track all the premises of DRC , rent payments ,period of contract  and drafting extension and termination letters
  • Up-to-date. Staff directory with Name Position Location Phone number Email Address.
  • Follow up Admin cheques with the Finance and delivered them to the suppliers and take receipts.
  • Performing multifaceted general office support.
  • Perform administrative tasks within the Admin scope of activities, as instructed by management.
  • Manage all contract arrangements with lessors and ensuring that contractual obligations are adhered to.
  • Create and maintain all relevant administrative documents.
  • Responsible for providing efficient and effective office administration.
  • Provide all the office with the needed stationary and kitchen supply.
  • Maintain and update Expats  contact lists
  • Order office and GHs supplies (stationary and kitchen supplies )
  • Book staff accommodation.
  • Maintain updated record of meeting room bookings
  • Ensure office  area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
  • Managing staff phone allowances.
  • Ensure that all office systems and equipment (power, water, telephone, photocopier, fax, etc.) are in good working order.
  • Provide detailed bills for expats on monthly basis in order to facilitate recovery of personal calls.
  • Ensure Payment of bills-Water and Electricity of office and guesthouse on time.
  • Maintain central mail recording system and filing system.
  • Coordinate training with all it's need ( Place / time / refreshment / lunch /tool)
  • Drafting and tracking system for service suppliers. (Stationary / kitchen supply / Hotels / leaving days for cleaner and gardener).
  • Preparing casual labour contract and  time sheet for cleaner.
  • Any other task as given by the Supervisor 

Education: (include certificates, licenses etc.)

  • University degree in a relevant subject; at least one years of professional experience in a similar position; good command of English (written, read, and spoken); good computer skills (MS Word and MS Excel); able to work under pressure; excellent organizational skills; excellent, interpersonal and communication skills; experience and willingness to travel to field offices; relevant NGO experience is a preferable.

Core
competencies

Basic

Advanced

Expert

Striving for excellence

Collaborating

Taking the lead

Communicating

Demonstrating integrity

Find the definition of DRC’s Core competencies here

¨Basic: I master the essentials, but may at times need help from others

¨Advanced: I can work independently at full professional level.

¨Expert: I am the go-to person when others need help.

Languages: (indicate fluency level)

  • Full professional proficiency in English
  • Arabic (preferred)

Key stakeholders: (internal and external)

  • SMT in country offices
  • Amin staff in country Offices
How to Apply

CVs of qualified candidates are invited at the below link by the 24th July 2019. Please name your CV before uploading the file. Only short-listed candidates will be contacted. Qualified women candidates are highly encouraged to apply.

https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=156600&DepartmentId=19111&SkipAdvertisement=true

  • Employer: DRC
  • Category: Administration
  • Location: Sana'a
  • Posted on: 11 July 2019
  • Deadline: 24 July 2019

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