The Danish Refugee Council / Danish Demining Group (DRC/DDG) assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunities for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home. In Myanmar, DRC has been present since 2009, and since June 2012 broadened its presence via the Danish Demining Group (DDG) - DRC’s division for Mine Action. DRC/DDG is currently engaged in responses in Rakhine, Kachin, and Northern Shan states. Our response targets displaced, and displacement-affected communities and other vulnerable communities in some of the most deprived areas of Myanmar. Key activities include protection (including Child Protection, GBV and Protection Monitoring), CCCM, WASH, Livelihoods and mine action.
Overall purpose of the role:
Oversee all aspects of administrative support at the DRC office, ensuring efficient operations and procedures.
Implementation of administrative policies at the office.
Develop systems that contribute to improving the efficiency and cost-effectiveness of administrative operations.
Specific duties and responsibilities
Handling of domestic and international hotel and flight ticket booking
Handling of WFP relief flight booking representing our organization
Handling government-related processes such as visas, travel authorizations, FRC and Form C, following up with the concerned ministry and department
Acting as the focal person for the staff onboarding and relocation during the end of the mission of the expatriates
Updating and sending the welcome pack to the new expatriates
Handling expat staff accommodation and payments in coordination with the Supply chain.
Going to embassies for visa process and Immigration Department
Sharing and exchanging the internal information with the field admin focal persons, government liaison persons and area managers
Coordinating with the supply chain department and field offices to organize the transports
Collecting quotations from potential suppliers when required.
Preparing and settling the payments in coordination with Finance focal persons
Coordinating with the suppliers for the payments
Building long-term business relationships with suppliers in Myanmar and Bangkok.
Acting as a focal person for organizing workshops, seminars, events and annual reviews and transports
Supervise the Admin team members; Admin Assist, cleaners and contribute to their performance reviews.
Developing/ Creating the templates for visa and travel authorization applications, letters of recommendation, office and kitchen supply requisition forms and control sheets, and travel request tracker sheet.
Preparing a monthly duty roster for the cleaners
Experience and technical competencies:
Must have a minimum of 2 years of relevant working experience in Admin or office management.
Knowledge of web-based system
Strong knowledge in Admin and office tasks of INGOs
Microsoft office package etc.
A commitment to honesty and transparency
Strong organizational and communication skills, cooperation and working relationship
Proven team player and ability to work effectively in the multi-cultural working environment
Graduate from a recognized university
Diploma in Business Administration or equivalent professional qualification.
Professional fluency in English and Myanmar. A good understanding of any of the local languages will be considered an asset.
