IT/Admin Assistant

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 main objective of Admin assistant is to ensure effective service delivery in suboffice.

The support services manager and HR/Admin Officer will work closely with the Admin Assistant and support the implementation of HR services.

Admin assistant is involved to support Admin/HR officer and team leader support services in smooth implementation of HR & administration responsibilities in suboffice.

Their work, which is often decidedly administrative in nature, involves documenting, absences, performance reports, and compensation and benefits information.

Responsibilities:

• Understand standard HR practices, policies and procedures, take primary responsibility to run the Admin and HR functions according to the DRC Operations Handbook.
• Ensure the presence of up-to-date Admin and HR documentation and recordkeeping to ensure effective administration and information management.
• Ensure new team member receives required equipment (computer, phone, desk, email addresses, Identity cards etc) on 1st day of reporting.
• Induction/onboarding; In liaison with other departments, arrange for on boarding for all newly recruited staff in their first week as per set guidelines.
• Implement policies on issues like working conditions, performance, equal opportunity
• Scan Admin/HR related documents and archive them electronically in an organized manner.
• Ensuring good record of staff attendance sheets, leave request forms, and track staff attendance and leave records.
• Review monthly timesheets, scan, and file them electronically.
• Taking record of incoming and outgoing correspondences and registering them
• Office management and making sure office environment and guest houses look neat and professional
• Perform any other related activities as assigned by the supervisor relevant to the capacity and role.
• Draft, prepare and finalize daily official correspondence and record in & out letters.
• Monitor consumables, stationery, and cleaning materials for the office/ residence
• To be responsible for set up, development, maintenance and update of the whole DRC area and field offices buildings network, related applications and services.
• To take security procedure for the system’s files.
• Troubleshooting systems and networks.
• Diagnosing and solving hardware/software failures.
• Focal point to Internet service provider to DRC all facilities
• Solving problems regarding operating systems.
• Replacing computer hardware as required
• Providing supportive documentation; including procedural documentation.
• Referring to diagrams and written instructions to repair a fault or set up a system.
• Running network applications to support the system and users.
• Supporting new applications
• Setting up new users
• Testing/evaluating new technology
• Conducting electrical safety checks on computer equipment
• Scheduled backups and device storage in addition to ensure the administration and safety of web-based cloud storage.
• Plan site visits based on the need in coordination with SSTL.
• DRC IT policy is updated and approved by CD, also ensure the all staff are following IT policy.

ABOUT YOU

To be successful in this role you must have:

Experience and technical competencies: 

• Three years of relevant experience
• University degree with a focus on business administration and/or human resources management, or similar field.
• Possess excellent written and verbal communication skills in English, Dari and Pashto.
• Basic computer literacy in MS Office packages.
• Well organized and proactive approach to work.
• Highly motivated for his/her professional and academic improvement

 Languages:

• At least one year of work experience in professional settings.
• Strong communication skills, both verbal and written.
• Experience working in multi-cultural work settings.
• Ability to establish and maintain good working relationships in a multi-ethnic.

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.