Administrative Technical Assistant at Norwegian Refugee Council

Overview

The purpose of the Admin Intern position is to support in the day-to-day implementation of the support functions in Admin, IT, Health Safety & Security, activities in Dadaab Area Office. Ensures organizations assets are safeguarded at the field and compounds.

Role

The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

1. Adhere to NRC policies, tools, handbooks, and guidelines.

2. Assist with the implementation of the support function portfolio according to plan of action

3. Support to prepare and develop status reports as required by management.

4. Ensure proper filing of documents, Implement, and maintain a filing system for all administrational documents according to procedures.

5. Coordinate computer related services, maintenance, and license renewals with the IT Coordinator in Nairobi.

Responsibilities

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus, and type of programme intervention.

• Coordinate and regularly prepare casual and incentive staff payroll data and submit for review.

• Conduct and monitor the security and safety of NRC assets in DMO, and Coordinate with partners those TVET, AEP, and Dagahaley Compounds

• Represent the organization in compound management meetings.

• Coordinate cleaning and renovations of NRC compounds (Care and Main) and offices as well as manage and supervise casual staff.

• Raise requisition, receive, record, distribute and maintain adequate inventory of office and accommodation assets and consumables.

• Arrange for staff and visitors’ accommodation, filling in check-in, and follow up with payments.

• Ensure utility bills e.g., electricity and water bills are paid on time in collaboration with the Finance and HR Officers

• Manage and update the asset register as well as ensure all NRC assets are registered according to NRC asset management guidelines, Standard Operating Procedures, and donor regulations.

• Ensure NRC assets are in good condition and monitor maintenance if required.

• Ensure proper handover by using (Equipment Check in – Check out) form before assigning to the requester.

• Proper filling of assets related documents (Equipment check in –check out, Waybill, Donation certificate, Asset transfer form, etc.)

• Conduct assets physical check on a quarterly basis.

• Regularly update staff on health, safety and security briefings, and ensure that all staff adhere to security policies and procedures.

• Liaise with UN agencies, NGOs, and other external actors to gain security information and analyses in Dadaab.

• Ensure all health, safety and security equipment’s are available and in good working conditions.

• Maintain custody of the office keys

Any other duty assigned by line manager

Requirements

• Experience from working as an Administrator or Safety and Security, in a humanitarian/recovery context

• Previous experience from working in complex and volatile contexts

• Documented results related to the position’s responsibilities

• Knowledge and proficiency of English Bachelor’s, in Business Administration and Information Technology and related course certifications (e.g., in project management, risk assessment, or facility management)

• Training in Health, access and security

• Experience in Administrative and IT functions

• Minimum of 2 to 3 years of relevant work experience

NRC is an equal opportunity employer, and qualified local nationals / residents of Garissa County are highly encouraged to apply for this role.