Administration Officer Full Time

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Administration Officer for our Country Office in Addis Ababa.

About the job:

This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of Secretariat strategies, which are translated into action plans and day-to-day tasks. the role halder will:

• Oversee all aspects of administrative support of Secretariat office, ensuring efficient operations and procedures.
• Implement the administrative policies at the office.
• Develop systems that contribute to improve the efficiency and cost-effectiveness of the administrative operations.

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 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 Secretariat payments are done on timely basis.
• Ensure meetings are organized and other administrative support as may be required.
• Keeps and updates the Secretariat team calendar and vehicle utilization log.
• Drafts minutes of meetings where appropriate.
• Any other duties as requested by Manager.
• Support as may be necessary the efforts of coordination 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 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. 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 dedicated vehicle.

IT and Databases management

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

We offer

• Contract length: up to December 31,2025
• Contract Type: National Contract
• Band: H1 – Non-Management
• Designation of Duty Station: Addis Ababa
• Start date: 01 August, 2025
• Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National employees

Experience and technical competencies:

• 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.

EDUCATION: (include certificates, licenses, etc.)

• University degree in Social Sciences or equivalent professional qualification

LANGUAGE: (indicate fluency level):

• Advanced English proficiency
• Fluency in local language

In this position, you are expected to demonstrate DRC’ five 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 uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.