The Danish Refugee Council (DRC) has been providing relief and development services in the Horn of Africa since 1997. Using a protection of human rights framework, DRC has mainly focused on Somalis who are displaced by conflict. Programmers include protection, livelihood, food and NFI distribution, water and sanitation, and advocacy amongst others. DRC Yemen has been providing relief and development services in Yemen since 2008. DRC has mainly focused on refugees and migrants displaced by conflict and natural disasters.
DRC, through its specialized business unit, Danish Demining Group (DDG) aims to recreate a safe environment where people can live without the threat of landmines, unexploded ordinances and small arms and light weapons”. These goals can be effectively advanced through cooperation and joint action with other organization as well as with integration of operations and programs with its sister organization, DRC.
About the job:
Overall purpose of the role:
Serves visitors by greeting, welcoming, and directing them appropriately; notifies personnel of visitor arrival; maintains meetings & Events, and other Admin duties.
Responsibilities:
Reception:
Managing reception operations to be staffed at all times during office opening hours
Ensure reception area is tidy and presentable, with all necessary stationery and kitchen supplies.
Handles incoming phone calls and redirect them to the required staff.
Responsible to keep the balloting board updated and containing all the required documents according to the Workplace Information.
Guide visitors and inform them about DRC visitors’ roles.
Support the safety front reception with the below
Their files, folders, forms, and document handling are according to the policy.
Their balloting board is containing all the required info according to the Workplace Information.
In/Out messages and documents are distributed and handled correctly.
Provide them with the needed supplies, equipment and furniture.
Supplies Management:
Manage the office supplies store assuring stock availability of six months with well storing, tracking, and raise reports of the stock and refilling needs.
Provide the needed supplies for all the staff and events and reflect any withdrawing to the supply’s trackers on daily bases.
Track the supplies cost by filling the invoices to the overview expense tracker including those PR that procured through SC.
Reasonable to apply ways and procedures to assure a wise supplies consumption.
Events Managements:
Assists with events arrangement & scheduling appointments, calls and communication.
Manage the meeting rooms booking making sure they are clean and equipped with the necessary tools and supplies.
Schedule meetings and conference rooms with all requirements (venues – refreshments – stationery and equipment).
Greeting DRC guests and informing a cleaner to serve them with coffee, water or biscuits.
Maintain updated record of meeting room bookings.
Communication:
Collect staff contact details and ensure that all info is updated and in staff directory, and Update the south telephone list.
Update the Expats phones trackers.
Follow up the air time service providers invoices and clear their outstanding balance.
Follow up with IT to prepare and provide SIM card for the new expats.
Administrative:
Issue casuals’ contracts and follow up their payments making sure they are handled to the Casual Labor Policy.
Archive, Scan and upload Admin files like Supplies Payments, Service Contracts, with other related documents.
Responsible for drafting admin letters, Memos and Agreements.
Responsible for following up with housekeepers and providing wit hall needed cleaning materials and items.
Responsible for translating Admin documents from English to Arabic and vice versa.
Track all the Admin invoices and expenses by using the admin overview expense tracker.
Support the Admin assistance / maintenance with:
Documents & Payments archiving.
Fill the trackers of maintenance and expenses overview, including those PR that procured through SC.
Raise DX Payments, PRs, fill GRNs, LVO or any other required documents.
DX matters as leaves.
Track the GS team leaves and share a monthly report.
Follow up Admin cheques with the Finance and delivered them to the suppliers.
Performing multifaceted general office support.
Any other task as given by the Supervisor.
About you
To be successful in this role you must have:
Experience and technical competencies:
Good command of English (written, read, and spoken);
Good computer skills (MS Word and MS Excel);
Able to work under pressure;
Good organizational skills;
Good interpersonal and communication skills;
Experience and willingness to travel to field offices;
