Admin Assistant Jobs at Norwegian Refugee Council

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BRCiS Consortium Administrative Assistant Job at Norwegian Refugee Council

The ‘Building Resilient Communities in Somalia’ (BRCiS) is a consortium of five international NGOs: Concern Worldwide (CWW), Cooperazione e Sviluppo (Cesvi), International Rescue Committee (IRC), Norwegian Refugee Council (NRC) and Save the Children International (SCI).

The purpose of the assistant position is to assist in the day to day implementation of the BRCiS Project.
Job description

Admin Assistant Job General Responsibilities

  • Adhere to NRC policies, tools, handbooks and guidelines
  • Assist with the implementation of the support function portfolio according to plan of action
  • Prepare and develop status reports as required by management
  • Ensure proper filing of documents
  • Promote and share ideas for improvement of the support function
  • Supports the Consortium Unit/Manager in all administration related issues on the BRCiS Consortium
  • Ensuring that the new project is administratively integrated to the existing system.
  • Assist in organizing and follow-up of administrative/logistical/program issues of relevance
  • Assists arranging for internal/external workshops as well as meetings, conferences
  • Organizes and tracks agenda, meetings, appointments and paper flow

Specific Responsibilities

  • Support the Consortium Unit/Manager in all the administration related issues on the BRCiS Consortium, setting work priorities and ensuring deadlines are met.
  • Ensuring that the new project is administratively integrated to the existing system.
  • Representing the Consortium Management Unit in meetings, working groups and conferences.
  • Assist in creating content for the new BRCiS website and creating the website resource center.
  • Organizing and follow up of all administrative issues on travel, including flights, accommodation and other logistics and coordinates and prepares documents related to travel.
  • Maintaining an appropriate filing, retrieval and archiving system for the BRCiS documents.
  • Assists in arranging for internal/external workshops as well as meetings, conferences or specific subjects and coordinates and prepares all relevant documents.
  • Organizes and tracks agenda, meetings, appointments and paper flow and endeavors to streamline the Consortium manager’s workload.
  • Taking minutes of the meetings and conferences.
  • Support in editing and finalizing of Consortium reports to donors.
  • Creating power point presentations for the Consortium Manager.
  • Coordinating with BRCiS members on various activities, reminders of deadlines, updating the contact list.
  • Answers and screens enquiries and correspondence in an appropriate manner, based on familiarity with subject matter, and refers others to appropriate staff member or department.
  • Assist in drafting/editing correspondence, reports and documents as requested.
  • Facilitating the delivery of (hard-copy) reports and other documents to donors and/or consortium partners
  • Liaise and follow up with the logistics/admin on purchase requests (PRs), stock requisition of materials and other admin/logistical support to the BRCiS activities.
  • Raising purchase requests (PRs) for the Consortium as per required.
  • Keep the Consortium Manager informed about all administrative /logistical /program issues of relevance.
  • Support in communication activities: event organization, articles and project updates.
  • Any other duties assigned by the supervisor.

Qualifications for Admin Assistant Job

  • University/Higher Diploma in Administration and Management
  • National Certificate or equivalent level of Project Management training is added advantage
  • Computer skills in MS Office Word and Excel, and Internet
  • Minimum of 3 years’ relevant work experience (advantage)

Education field

  • Administration / Organisation / Management

Education level

  • College / University, Bachelor’s degree

Personal qualities

  • Good communication and interpersonal skills
  • Good cultural awareness and sensitivity
  • Ability to plan and coordinate
  • Ability to work under pressure and meet deadlines
  • Fluency in English. Somali would be a considerable advantage
  • Meticulous attention to detail and follow-up with excellent organizational and prioritization skills
  • A flexible working style, absolute discretion and unfailing diplomacy
  • At ease dealing with people and tasks at different levels in a multicultural environment
  • Able to deal with senior staff of NGOs/UN
  • Responsive, efficient and a positive manner and the ability to work as part of a team.
  • Dynamic, eager to learn

 

How to Apply

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