Program Assistant

Danish Refugee Council

Warsaw, Poland

DRC Poland is looking to recruit a qualified, flexible, and enthusiastic professional for the position of assistant to programs teams in Warsaw and Tricity. The Danish Refugee Council (DRC) is a leading protection agency with a mandate to promote and protect durable solutions to conflict and displacement-affected populations based on humanitarian principles and human rights. DRC is implementing a multi-sector response to support Ukraine refugees, IDPs, and host populations both within Ukraine and the neighboring countries of Poland, Romania and Moldova, and wider Europe. Due to the ongoing conflict that began in February 2022, DRC opened offices in Poland, Moldova, and Romania to provide support to the displaced population in partnership with civil society organizations and national NGOs, duty bearers, and other actors. DRC continues to implement in these three countries through partnerships, technical assistance and capacity exchange, and direct implementation in some cases.

About the Job

Under the supervision of the Programs Managers/Coordinators/Specialists and in close coordination with other DRC staff, the Assistant will be managing and delivering administrative services across all projects and field sites. This includes supporting translation work, arranging meetings, and facilitating outreach, as well as implementing, monitoring, and following up on administrative tasks.

Engagement and Coordination

  • Engagement with local counterparts and partners.
  • Facilitating meetings and translating.

Information Management and Communication

  • Receive and send official correspondence and maintain records for it.
  • Attend and receive phone calls for program teams.
  • Supporting with programmatic tasks, such as completing procurement documentation.
  • Perform administrative and archiving tasks according to DRC guidelines.
  • Perform ad hoc office tasks.

Liaise with Support Services Colleagues

  • Prepare LVO and other procurement documentation on behalf of the program team.
  • Ensure follow-up and communication on key tasks and duties between the program team and support services team.
  • Maintain logs and records of the necessary documentation, including SharePoint folders.

About You

To be successful in this role we expect you to have a minimum of 1 year of relevant, proven work experience ideally within a local NGO or civil society, and a demonstrable understanding of humanitarian principles. Moreover, we also expect the following:

  • A Bachelor’s Degree in Social Sciences, Business Administration, or another relevant field.
  • Good knowledge and understanding of NGO work.
  • Good knowledge of Microsoft Office Package (E.g. Excel and Word).
  • Flexible, enthusiastic, and willing to learn from others.
  • Ability to establish and maintain good working relationships, including with local government counterparts
  • Excellent communication skills, as well as patience and politeness.
  • Proactivity, with a sound commitment to teamwork and with a spirit of genuine collaboration.
  • Strong initiative and self-motivated, with a strong commitment to humanitarian principles and a high sense of ethics.
  • Ability to identify priority activities and assignments, and adjust priorities as required.
  • Ability to multitask and cope with multiple demands under tight deadlines.
  • Excellent verbal and written Polish skills.
  • Good verbal and written English skills.