Administration Assistant - National Contract

Athens

Organization: DRC - Danish Refugee Council
Location: Athens
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
Closing Date: Closed

Introduction

The Danish Refugee Council (DRC) is a humanitarian, non-governmental and non-profit organization, founded in 1956, that works in 40 countries around the world. DRC’s mandate is driven by three global strategic objectives within the DRC Assistance Framework: Saving lives and alleviation of immediate suffering among people affected by conflict; Safeguarding, restoration and development of livelihoods; and, Institutional and organizational change that contributes to protection of people’s rights and peaceful handling of conflict.

Background

DRC has been operating in Greece since December 2015, providing support to the Greek Ministry of Migration Policy in ensuring dignified reception conditions for refugees and migrants arriving on Lesvos island. In March 2016, DRC expanded its operations in response to the changing context and the build-up of refugee population on mainland Greece.

Purpose

The Administrative Assistant’s main responsibility is to support in managing and delivering administrative services across all projects and field sites. This includes implementing, monitoring and following up across all administrative tasks and ensuring that DRC’s standard policies and best practice are followed.

Duties & Responsibilities

Responsibilities will include, but not necessarily be limited, to the following:

Administration & Management

Oversee and administer contracts related to the office management such as lease contracts, maintenance contracts, phone lines, etc.
Oversee and administer the day-to-day activities of the office.
Provides assistance in the understanding and interpretation of DRC policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions on operational and programmatic matters concerning the office.
Oversees and facilitates resources management, administration procedures and documentation.
Act as focal point and arrange maintenance for office and guesthouses.
Provides and/or oversees provision of staff support to the office, maintaining calendars and screening, analyzing, and, handling day-to-day problems and situations.
Facilitate travel arrangements for DRC staff
Supervise and coordinate cleaning and maintenance services.
Archive held for legal issue and related procedures, for Delegation of Powers and Authority documentation
Ensure support for annual legal review on NGO Registration; Labor Law and Financial Regulations
Ensure support for Expatriate staff follow up: Registration in the Country, Visa and residence permits;
Ensure support for premises contracts management, office and guesthouse leases
Responsible for filling procedures
Responsible for updating monthly the staff contact list
Responsible for staff ID card management and traceability of DRC/Donor Equipment use
Responsible for Organizational Chart updating and publishing in the offices bulletin board Office

Reporting Arrangements

The position is supervised by: Head of Finance and Administration.

Required qualifications

Degree in accounting, business administration, finance or related areas
Good knowledge of Microsoft Office Package (E.g. Excel and Word)
Able to communicate both verbally and in written in English and Greek
Excellent interpersonal skills with the ability to maintain confidentiality
Cultural sensitivity and ability to work in a cross-cultural environment
Punctuality and respect for rules and procedures.

Your Interpersonal Skills

Demonstrates integrity by modeling the DRC values and ethical standards

Good understanding of DRC business, operational environment and its beneficiaries and donors

Consistently approaches work with energy and a positive, constructive attitude

Ability to promote integrity and business ethics; demonstrate mature judgment, trust and open

communication; ability to ensure effective team work, collaborative behavior and team spirit

Ability to multi-task and prioritize work schedules.

Terms and Conditions

The contract will be under the Greek Labor Law, and all allowances will be provided to the employees (Christmas, Easter, Vacation bonus). DRC provides 25 days of paid annual leave.

The Gross monthly salary offered for this position is EUR 1200.-

All work related transport costs from duty station to other work sites is refundable.

DRC provides training opportunities to develop and strengthen the quality of its services as well as its staff members’ professional and personal development.

The position will be based in Athens (Greece) and national terms and conditions apply.

General Regulations

The employee shall follow DRC instructions on safety, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework.
Employee should not engage in any other paid activity during the DRC contract period without prior authorization.
Employee should not engage in any activity that could harm DRC or the implementation of any project during the DRC contract period.
Employee should not give interviews to the media or publish project-related photos or other material without prior authorization.

Application Process

Interested? Then apply for this position on line: www.drc.dk/about-drc/vacancies/current-vacancies

All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English.

Applications close on 22th of January 2017.

Due to the urgency of the position DRC reserves the right to recruit a candidate who matches the required profile before the above deadline.

This vacancy is now closed.
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