Administrative Technical Assistant at Norwegian Refugee Council

Job Description

The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

• Adhere to NRC policies, tools, handbooks, and guidelines.
• Assist with the implementation of the support function portfolio according to plan of action
• Support to prepare and develop status reports as required by management.
• Ensure proper filing of documents, Implement, and maintain a filing system for all administrational documents according to procedures.
• Coordinate computer related services, maintenance, and license renewals with the IT Coordinator in Nairobi. 

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.
• Coordinate and regularly prepare casual and incentive staff payroll data and submit for review.
• Conduct and monitor the security and safety of NRC assets in DMO, and Coordinate with partners those TVET, AEP, and Dagahaley Compounds
• Represent the organization in compound management meetings. 
• Coordinate cleaning and renovations of NRC compounds (Care and Main) and offices as well as manage and supervise casual staff. 
• Raise requisition, receive, record, distribute and maintain adequate inventory of office and accommodation assets and consumables.
• Arrange for staff and visitors’ accommodation, filling in check-in, and follow up with payments.
• Ensure utility bills e.g., electricity and water bills are paid on time in collaboration with the Finance and HR Officers
• Manage and update the asset register as well as ensure all NRC assets are registered according to NRC asset management guidelines, Standard Operating Procedures, and donor regulations.
• Ensure NRC assets are in good condition and monitor maintenance if required.
• Ensure proper handover by using (Equipment Check in – Check out) form before assigning to the requester.
• Proper filling of assets related documents (Equipment check in –check out, Waybill, Donation certificate, Asset transfer form, etc.)
• Conduct assets physical check on a quarterly basis.
• Regularly update staff on health, safety and security briefings, and ensure that all staff adhere to security policies and procedures.
• Liaise with UN agencies, NGOs, and other external actors to gain security information and analyses in Dadaab.
• Ensure all health, safety and security equipment’s are available and in good working conditions. 
• Maintain custody of the office keys 
• Any other duty assigned by line manager

Qualifications

• Experience from working as an Administrator or Safety and Security, in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Knowledge and proficiency of English Bachelor’s, in Business Administration and Information Technology and related course certifications (e.g., in project management, risk assessment, or facility management)
• Training in Health, access and security 
• Experience in Administrative and IT functions
• Minimum of 2 to 3 years of relevant work experience