Administration Team Leader

We Danish Refugee Council  assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity 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. The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced. All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

ABOUT THE JOB

The Administration Team Leader, who reports to the Head of Support Services and operates within the allocated budget, is tasked with ensuring that DRC's administrative support services are both effective and efficient. This individual is crucial in overseeing the management of all DRC facilities, including offices and guesthouses in Kabul and other area offices. They achieve this by providing technical guidance to administrative officers in various locations, establishing and maintaining streamlined communication with government ministries, partners, and other key external stakeholders, overseeing the management of facilities and visitor support services, ensuring that guests receive the necessary assistance, enhancing the performance of the administrative team, aiming to improve service quality and achieve stakeholder satisfaction, managing the Liaison Officer's duties, which include processing visas and work permits for both national and international staff.

Responsibilities:

• Maintain administrative record-keeping and filing systems.
• Assist the Head of Units in organizing events, meetings, and workshops.
• Mange the flights of DRC staff (Commercial –UNHAS) and sea transport services.
• Manage office space allocations for all staff and short–term visitors.
• Manage the distribution and management of documents/mail between Country offices and the field office, including international couriers.
• Mange all official DRC correspondence and other documents, including incoming, outgoing, and interoffice circulars
• Supervising the work of the Admin Officer, Cook, and Cleaners and ensuring ex-pats are getting visas and work permits on time
• Mange office having enough office supplies, and stationary and maintain a record of the office supplies on a daily basis.
• Mange office/GH cleaners are working properly, and that office/GH environment is neat, clean, and looks professional
• Manage the work of the Guest Houses Officer and ensure DRC Guest houses are well equipped with required furniture, laundry services plus maintenance are given when needed
• Manage the work of the Maintenance Assistant and ensure routine maintenance checks are applied on the Guest house, offices, washrooms, and kitchens, and work properly
• Mange All DRC leases contracts (Drafting – Maintaining – Tracking – and Rent payments)
• Manage all administrative aspects of general office and housing, including necessary repairs & Maintenance are complete in a timely manner, in coordination with the Logistic Officer/Assistant.
• Lease new offices and houses by selecting a suitable location and prepare contracts in close collaboration with security focal points.
• Manage to provide efficient and effective office administration.
• Perform any other tasks as instructed by DRC management.

ABOUT YOU

To be successful in this role you must have:

Experience and technical competencies: 

• 3-5 years of professional experience in the Administration field preferred working with NGOs.
• Clear understanding of Administrative Procedures.
• Excellent communication skills both verbal and written
• Organized and ability to plan things in advance

Education/qualifications:

• University degree in BBA, MBA preferred.

Languages:

• Fluency in written and spoken English; knowledge of Dari and/or Pashto.

Key stakeholders: (internal and external)

• HR, Procurement, Logistics, Safety, and Program departments
• Ministry of Economy
• Auditors

We Offer:

• Contract length: to 31st of December 2024 with the possibility of Extension.
• Band: MG
• Designation of Duty Station: Based in Kabul
• DRC has Flexible working hours for Females staff as per DRC Policy.
• 13th month’s salary Will be paid by end of each month with salary.
• Top-up credit card as per office regulations.
• 1+1 Health Insurance will be provided by DRC.
• DRC provide Transport allowance/ Transportation Facilities for female and people with disability.
• DRC Provides kindergarten/ Day Care allowance for max 2 children – Applicable to female mothers.
• Per diem allowance for employee and her Mahram - Applicable for female
• Salary and conditions will be in accordance with the DRC salary scale.

Application process:

Interested? Then apply for this position by clicking the Apply button below. All applicants must send a cover letter and an updated CV (no longer than four pages), Both must be in the same language as this vacancy note. CV-only applications will not be considered.

Note: Female candidates are highly encouraged to apply.

Administration Team Leader

WHO ARE WE?

We Danish Refugee Council  assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity 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. The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced. All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

ABOUT THE JOB

The Administration Team Leader, who reports to the Head of Support Services and operates within the allocated budget, is tasked with ensuring that DRC's administrative support services are both effective and efficient. This individual is crucial in overseeing the management of all DRC facilities, including offices and guesthouses in Kabul and other area offices. They achieve this by providing technical guidance to administrative officers in various locations, establishing and maintaining streamlined communication with government ministries, partners, and other key external stakeholders, overseeing the management of facilities and visitor support services, ensuring that guests receive the necessary assistance, enhancing the performance of the administrative team, aiming to improve service quality and achieve stakeholder satisfaction, managing the Liaison Officer's duties, which include processing visas and work permits for both national and international staff.

Responsibilities:

• Maintain administrative record-keeping and filing systems.
• Assist the Head of Units in organizing events, meetings, and workshops.
• Mange the flights of DRC staff (Commercial –UNHAS) and sea transport services.
• Manage office space allocations for all staff and short–term visitors.
• Manage the distribution and management of documents/mail between Country offices and the field office, including international couriers.
• Mange all official DRC correspondence and other documents, including incoming, outgoing, and interoffice circulars
• Supervising the work of the Admin Officer, Cook, and Cleaners and ensuring ex-pats are getting visas and work permits on time
• Mange office having enough office supplies, and stationary and maintain a record of the office supplies on a daily basis.
• Mange office/GH cleaners are working properly, and that office/GH environment is neat, clean, and looks professional
• Manage the work of the Guest Houses Officer and ensure DRC Guest houses are well equipped with required furniture, laundry services plus maintenance are given when needed
• Manage the work of the Maintenance Assistant and ensure routine maintenance checks are applied on the Guest house, offices, washrooms, and kitchens, and work properly
• Mange All DRC leases contracts (Drafting – Maintaining – Tracking – and Rent payments)
• Manage all administrative aspects of general office and housing, including necessary repairs & Maintenance are complete in a timely manner, in coordination with the Logistic Officer/Assistant.
• Lease new offices and houses by selecting a suitable location and prepare contracts in close collaboration with security focal points.
• Manage to provide efficient and effective office administration.
• Perform any other tasks as instructed by DRC management.

ABOUT YOU

To be successful in this role you must have:

Experience and technical competencies: 

• 3-5 years of professional experience in the Administration field preferred working with NGOs.
• Clear understanding of Administrative Procedures.
• Excellent communication skills both verbal and written
• Organized and ability to plan things in advance

Education/qualifications:

• University degree in BBA, MBA preferred.

Languages:

• Fluency in written and spoken English; knowledge of Dari and/or Pashto.

Key stakeholders: (internal and external)

• HR, Procurement, Logistics, Safety, and Program departments
• Ministry of Economy
• Auditors

We Offer:

• Contract length: to 31st of December 2024 with the possibility of Extension.
• Band: MG
• Designation of Duty Station: Based in Kabul
• DRC has Flexible working hours for Females staff as per DRC Policy.
• 13th month’s salary Will be paid by end of each month with salary.
• Top-up credit card as per office regulations.
• 1+1 Health Insurance will be provided by DRC.
• Eid Bonus.
• DRC provide Transport allowance/ Transportation Facilities for female and people with disability.
• DRC Provides kindergarten/ Day Care allowance for max 2 children – Applicable to female mothers.
• Per diem allowance for employee and her Mahram - Applicable for female
• Salary and conditions will be in accordance with the DRC salary scale.

Application process:

Interested? Then apply for this position by clicking the Apply button below. All applicants must send a cover letter and an updated CV (no longer than four pages), Both must be in the same language as this vacancy note. CV-only applications will not be considered.

Note: Female candidates are highly encouraged to apply.

DRC as an employer
By working in DRC, you will be joining a global workforce of around 8000 employees in 40 countries. We pride ourselves on our:

• Professionalism, impact & expertise
• Humanitarian approach & the work we do
• Purpose, meaningfulness & own contribution
• Culture, values & strong leadership
• Fair compensation & continuous development

DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process. If you have questions or are facing problems with the online application process, please visit drc.ngo/about-us/job-and-career/support-for-job-seekers . Danish Refugee Council is an equal opportunity employer and we consider all applicants regardless of race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, or marital status. We have a strong ambition to further enhance the diversity of our workforce and our goal is to achieve 50% gender balance and at least 50% representation of national staff in management roles. We acknowledge the importance of fostering a diverse and inclusive team to successfully achieve our organizational goals and positively impact the communities we serve. Tip a friend
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APPLY FOR POSITION

Application due:
6/18/2024 Workplace:
Kabul Department/Country:
Afghanistan Contract type:
National contract Homepage:
drc.ngo

ABOUT DRC

Founded in 1956, DRC Danish Refugee Council is Denmark’s largest, and a leading international NGO. We have continuously been ranked as one of the best NGOs in the world - and are one of the few with a specific expertise in forced displacement. In over 40 countries, we protect, advocate and build sustainable futures for refugees and other displacement-affected people and communities. #J-18808-Ljbffr