Administration Assistant

All NRC employees are expected to work in accordance with the organization’s values: dedication, innovation, inclusivity and accountability are attitudes and believe that shall guide our actions and relationships.  1.      Role and responsibilities The following is a brief description of the role. Generic responsibilities (max 10) These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan. Welcome visitors to the NRC office, and direct them accordingly Adhere to NRC policies and procedures Supervise, train and develop cleaning staff Perform daily clerical duties such as receiving and dispatching incoming calls, taking messages and make outgoing calls according to needs Ensure order and cleanliness of the office Receive, distribute and register faxes, mails, documents and reports File administrative documents according to procedures Ensure that utility bills (e.g. electricity, water, phone) are paid on time Arrange for staff and visitors’ flight bookings, transport and accommodations Provide secretarial support such as translation, copying, binding, typing, takings minutes, drafting letters, etc. Specific 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. This section shall be revised whenever a new employee is hired or the context changes significantly. Follow up lease agreements in Coordination with Admin and HR Officer Oversee the operation of various office machines to include printer, copier, computer, fax with liaison with Logistics for maintenance of premises and equipment Make inventory of kitchen supplies and initiate order and follow up Request  and dispatch for mobile sim cards (pre and post-paid) for staff Manage Guest house occupancy and support in Hotel reservation and payment follow up Support in preparing workshops internally and externally; liaising with different departments Follow up on visibility orders, distribution and dispatch Order and dispatch business cards for relevant staff when needed Perform any other related task requested by the FM or Admin Department Critical interfaces By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: •             Liaise with Logistics and finance departments Coordination with Administration department 2.      Competencies Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories: 1. Professional competencies These are skills, knowledge and experience that are important for effective performance. Generic professional competencies: •             Experience from working with administration •             Previous experience from working in complex and volatile contexts •             Documented results related to the position’s responsibilities •             Knowledge about own skills/profile •             Good knowledge of English     Context/ Specific skills, knowledge and experience: Good communication and interpersonal skills Strong organizational and team working skills Good cultural awareness and sensitivity 2. Behavioural competencies (max 6) These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position: Working with people Planning and delivering results Communicating with impact and respect Handling insecure environments 3.         Performance Management The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews: •          The Job Description •          The Work and Development Plan •          The Mid-term/End-of-trial Period Performance Review Template •          The End-term Performance Review Template •          The NRC Competency Framework