HINGO Administrative Officer

HINGO Administrative Officer

Title: HINGO Administration Officer
Location: Addis Ababa, Ethiopia
Employment Category: H1
Reporting To: HINGO Group Deputy Director
Start of Contract & Duration: 12 Months with possibility of Extension
Posting date: July 3, 2024
Required Employee: 1

INTRODUCTION
The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region and has been operational in Ethiopia since 2009. With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender-based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

OVERALL PURPOSE OF THE ROLE:

• Oversee all aspects of administrative support at the HINGO Group Secretariat office, ensuring efficient operations and procedures.

Please forward the application and CV, in English through the stated website no later than July 17, 2024.
For general information about the Danish Refugee Council, please consult www.drc.ngo
Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gendergap.
Equal Opportunities: DRC is an equal-opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status, or other protected characteristics
We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit.

We only accept applications sent via our online-application form on https://candidate.hr-manager.net/ApplicationForm/SinglePageApplicationForm.aspx?cid=1036&departmentId=19012&ProjectId=171416under Vacancies

TO APPLY
Interested candidates who meet the required qualifications and experience are invited to submit an updated CV and cover letter explaining their motivation and why they are suited for the post.

LANGUAGE: (indicate fluency level)

• English (fluent)

EDUCATION: (include certificates, licenses, etc.)

• University degree or equivalent professional qualification

Experience and technical competencies: (include years of experience)

• At least 2 years' experience in administration, in an international NGO in a similar role at mid-management level.
• Knowledge of travel and immigration procedures.
• Experience in basic database management and event organization.
• Advanced English proficiency
• Fluency in local language

All DRC roles require the post-holder to master
DRC’s core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

IT and Databases management

• Updates the HINGO members and external stakeholders databases.
• Liaises with DRC IT department, at country and HQ levels, to ensure to update and functionalities of the HINGO mailing lists and groups.
• Manages creation of, admissions to and good functioning of the HINGO Signal Groups.

Logistics and finance

• Acts as the focal point for all logistics, supply chain and procurement matters within the HINGO secretariat and liaises with DRC’s related department accordingly.
• Prepares payment requests, expense reports and procurement requests in accordance with DRC systems and procedures.
• Organizes the logistical aspects of preparing meetings, workshops, trainings and events for the HINGO Group. This includes booking meeting halls, purchasing stationery and other materials; liaising with DRC administration department on visas and hotel bookings for external participants; coordinating with hotels and suppliers; submitting payment requests in a timely manner and ensuring payments are done on time.
• Liaises with DRC Supply Chain and fleet manager on the use of the dedicated HINGO vehicle.

Administrative support

• Ensure all HINGO payments are done on timely basis.
• Ensure meetings for the HINGO Country Directors and HINGO Steering Committee are organized and other administrative support as may be required.
• Keeps and updates the HINGO Team calendar, vehicle utilization log and Steering Committee calendar.
• Drafts minutes of meetings where appropriate.
• Any other duties as requested by Manager.
• Support as may be necessary the efforts of HINGO working groups – HR, Duty of Care, Engagement and Comms, and Humanitarian Leads.

TASK and RESPONSIBILITIES
Facilities Office management

• Ensure all office infrastructures are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
• Oversee all aspects of office maintenance and cleanliness.
• In conjunction with the DRC and HINGO safety team, ensure safety and security issues for the general security of the office.
• Coordinates with DRC administration on office space and communication materials
• Coordinate handover of leased properties and ensure security deposits are refunded on timely basis.
• Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures.
• Manage the administration team to ensure overall efficiency.

This role has a country focus and ensures compliance to DRC, as the host of the HINGO Group, procedures and guidelines within the country. The role contributes to the development of HINGO strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to HINGO operations while overseeing HINGO activities

Geographic scope: Country (Ethiopia)

• Develop systems that contribute to improve the efficiency and cost-effectiveness of the administrative operations.

• Implementation of administrative policies at the office.

Location: Addis Ababa

Application deadline: 17 Jul 2024