Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly motivated INGO Group Programme support Officer for our operations in our Addis Ababa country Office.
(This is a re-advertisement. Applicants from previous rounds do not need to re-apply.
Instruction for applicants:
All applicants must upload a cover letter and an updated CV in English. Please ensure that your CV does not exceed three pages. Applications with CVs longer than the specified limit may not be considered.
Overall purpose of the role
- Oversee all aspects of administrative support at the INGO Group Secretariat office, ensuring efficient operations and procedures.
- Implementation of administrative policies at the office.
- Develop systems that contribute to improve the efficiency and cost-effectiveness of the administrative operations.
- Bridge programmatic support and communications functions, ensuring members are well-informed, external stakeholders see the Group’s impact, and thematic initiatives receive operational support.
Your main duties and responsibilities will be:
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 INGO 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.
Administrative support
- Ensure all INGO GROUP payments are done on timely basis.
- Ensure meetings for the INGO GROUP Country Directors and INGO GROUP Steering Committee are organized and other administrative support as may be required.
- Keeps and updates the INGO GROUP 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 INGO GROUP working groups – HR, Duty of Care, Engagement and Comms, and Humanitarian Leads.
Logistics and finance
- Acts as the focal point for all logistics, supply chain and procurement matters within the INGO GROUP 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 INGO 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 INGO vehicle.
IT and Databases management
- Updates the INGO GROUP members and external stakeholders’ databases.
- Liaises with DRC IT department, at country and HQ levels, to ensure to update and functionalities of the INGO Group mailing lists and groups.
- Manages creation of, admissions to and good functioning of the INGO Groups.
Communications support
- Lead internal and external communications including newsletters, press releases, and digital platforms.
- Support coordination of working groups thematic discussions and events
- Manage visibility (website, briefing notes etc)
- Assist in reporting and donor engagement ensuring timely and accurate documentation.
- Provide basic programmatic support tot thematic initiatives