Position:  Administration Assistant

Reports to:  HR And Admin Team Leader

Supervision of:  Cooks, Cleaners, casual workers

Duty station:  Gambella and refugee camps

Duration and type of contract:     9 months

Preferred Candidate: Candidates Resident at Gambella Area 

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

Role and responsibilities

The Administration Assistant is responsible for the coordination and delivery of an efficient and effective admin service in Gambella area. This position will mainly focus on supporting Log & Admin Coordinator in planning and budgeting for administrative activities, as well as daily base management including timely and cost efficient services provision.

Generic responsibilities:

• Support Gambella operations in program portfolio implementation according to plan of action;
• Promote and share ideas for improvement in area of expertise that will benefit projects implementation.
• Ensure proper filing of documents;
• Ensure timely and accurate reporting as per NRC and other stakeholders’ requirements and expectations.
• Ensure adherence with NRC policies, tools, handbooks and guidelines;

Specific responsibilities:

General management

• Ensure that work is planned and organized, that incentive/ casual staff are given appropriate workloads and are clear about what is expected of them
• Support cooks and cleaners in effective job planning and services delivery
• Raise awareness on NRC policies and procedures to relevant staff and partners, Code of Conduct, Anti-corruption etc

Base and Asset management

• Ensure that all NRC premises (office, field offices, warehouses etc.) are maintained and repaired as necessary, providing good working environment
• Ensure that utilities are provided in a timely and cost effective manner
• Improve and seek new solutions for the premises maintenance and set up, initiate new construction or site development in order to provide better staff services and care.
• Improve organizational image through ensuring proper office lay out and outlook
• Ensure that reception services are provided in such a fashion that visitors are provided with a warm welcome and that their needs are swiftly attended to
• Ensure adequate stock of office, hygienic and cleaning materials and supplies is maintained a high standard of quality and hygiene
• Ensure that all the field office utility bills, guest house and warehouse rents are paid on time

​​Administrative Management

• Ensure correspondence book entries are maintained in detail and all the letters coming in or out the office are registered
• Ensure archives are stored properly and sent to HO in a timely manner
• Ensure that airtime distribution list is maintained and followed up

Procurement Support

• Ensure support to Procurement staff if deemed necessary and in particular:
• Ensure adherence to Logistics Handbook, other NRC policies and donor requirements,
• Support a high quality procurement system, which is accountable, transparent and compliant with NRC Procurement Policy and donor requirements,
• Support timely preparation of procurement plans for the office, establish deadlines and monitor implementation,
• Support supply and service providers’ pre-qualification, conduct market research, identify and recommend legitimate local suppliers or contractors through systematic evaluation and maintaining a database of potential and active suppliers/contractors.
• Maintain the data on local supply sources' and overall performance, (competitive pricing, product quality and timely delivery) of suppliers/contractors.
• Work with Procurement Officer in Addis and Gambella on procurement and transport related matters

Others

• Support Logistics department in taking physical stock counts including recommendations for management decisions. Support regular auditing of all inventory and inventory related documentation.
• Support fleet management by ensuring proper warehousing of fuel, proper parking spaces for vehicles.

Job Requirements

Competencies 

Generic professional competencies:

• Experience from working in HR and Admin/Logistic department in a humanitarian/recovery context
• Degree on Business administration , Relevant Associates Degree
• Previous 2 years’ experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Good command of English
• Knowledge of procurement policies, process and procedures
• Ability to plan and prioritize work

Context/ Specific skills, knowledge and experience:

• Knowledge of the context in Gambella
• Knowledge of the local language 
• Knowledge of UN system, experience with field level coordination with UN organization, INGOs, Donors and authorities
• Understanding of various donor’s requirement
• Ability to work under pressure and with little supervision

Behavioral competencies

• Handling insecure environment
• Planning and delivering results
• Self-starter, highly motivated
• Empowering and building trust
• Communicating with impact and respect

How to Apply

Only through the following link