Openings at Danish Refugee Council

The Team Leader - Administration will oversee all aspects of administrative support at the Danish Refugee Council(DRC) regional office. S/he will be responsible for efficient administrative operations and enforce administrative policies and procedures. The Team Leader will be responsible for supervision in the Administration department and will also be expected to improve systems and procedures to enhance efficiency and effectiveness in the department.

Key responsibilities

Office Management/Administrative Support

• Manage the administrative operations of the DRC regional office by ensuring adequate office supplies.
• Oversee general maintenance and repair of the regional office furniture and equipment and ensure they are always in a good state of repair. 
• Plan, organize and coordinate meetings and events by ensuring hotel bookings, logistical support, meeting venues are identified and ensure that staff are aware of all the local administrative rules and regulations. 
• Oversee the travel desk by ensuring flight bookings, airport transfers, confirmation of hotel bookings, sharing of relevant administrative information and processing Travel agent invoices.
• Initiate all administration related procurement processes and ensure adherence to DRC’s Operations Handbook.
• Participate as a tender committee member in the tendering process for administrative related services.
• Participate in reviewing of the administrative policies and guidelines and ensure communication to staff and compliance.
• Coordinate timely payment for administration related office supplies and expatriate utilities.

Management of administrative contracts/Leases

• Manage expatriate service contracts, Lease Agreements and Memorandum of understanding by initiating the procurement process, negotiation and administration of these contract/leases/MOUs to ensure quality and also manage the relationship with the Service providers.
• Assess and identify suitable housing for expatriate staff and coordinate with the Safety Coordinator to ensure these houses meet the required minimum DRC security standards.
• Maintain a record of all leases and contracts and ensure renewal in good time and be the focal point for liaison with Landlords.
• Coordinate timely handover of leased properties and ensure a proper handover process including refund of security deposits and restoration of the properties to their original state. 

Staff Onboarding

• Provide new staff with a detailed orientation on administrative policies, procedures and regulations. Inform expatriate staff on key administrative requirements that relate to expat staff.

About you

In this position, you are expected to demonstrate DRC’s 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 act in line with our vision and values.

Qualifications and Experience

• A Bachelors degree in Business Administration or related field
• At least five years' experience in administration, in an international NGO in a similar role. 
• Strong people management skills with demonstrated ability to lead, build and motivate teams.
• Strong planning and coordination skills.
• Excellent attention to detail and organization
• Ability to handle substantial workload of diverse tasks in a fast-paced environment with competing priorities. 
• Knowledge of travel and immigration procedures. Must have experience in handling humanitarian flight services (EC & UNHAS).
• Positive attitude and service oriented with a high level of personal initiative and pro-active problem solving.
• Able to work with minimum supervision and accomplish results.
• Strong communication and interpersonal skills and ability to maintain open communication at all levels across the organization.
• Excellent communication skills in English is required.

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Overall purpose of the role

DRC Facilities Manager is responsible for management of the shared office facilities and services. The role will be responsible for repairs and maintenance of the office buildings and all the shared amenities located within the DRC compound. S/he will also be responsible for management of shared office staff, implementation and review of cross-cutting policies, procedures and guidelines.  .

Key responsibilities

Maintenance of Shared Services Budget  

• Prepare an annual shared service budget for the DRC premises and all shared services and ensure a fair contribution by all supported entities.
• Ensure proper tracking of expenditure and monitoring of budget contribution by all supported entities. Prepare monthly reports on budget utilization for management.
• Design effective administrative systems that contributes to cost reduction and efficiency in managing shared facilities within the Regional Office premises.

Safety and Security Coordination

• Ensure that the contract for guarding services is in place and that the security services offered are as per the contractual obligation.
• In consultation with the Regional Safety Coordinator, ensure that all safety features in place in the DRC compound are working efficiently (electric fence, alarms, fire extinguishers, panic buttons, etc)
• Ensure that normal working hours and opening hours are adhered to all times.
• Oversee Occupational Health and Safety within the DRC premises in liaison with the Regional Safety Coordinator by ensuring the working place safety is implemented in accordance to OSHA guidelines.

Leases and Contracts

• Manage DRC office lease and shared service contracts and ensure that services are as per the contract.
• Maintain a record of all leases and contracts and ensure renewal in good time and be the vendor focal point for shared services. In addition, will also supervise external shared services from vendors.

DRC Premises management/Administrative management  

• Responsible for landscaping, cleaning and structural maintenance of the office premises.
• Ensure adequate utilization of available car parking spaces for optimal use by DRC staff and visitors.

• Initiate all shared services/goods related procurement processes and ensure adherence to DRC’s Operations Handbook. ensure supplies and stock of inventories to ensure the necessary logistics are in place as per the handbook.
• Participate as a tender committee member in the tendering process for shared services/goods.
• Ensure timely payment of shared goods and service invoices.

Staff onboarding

• Responsible for granting staff access to office premises by setting up staff on the biometric system, alarm system and issuance of office keys.
• Participate in staff orientation on shared services procedures and guidelines

Staff supervision

• Manage shared administration staff by setting and review of objectives on an annual basis and day to day supervision of staff reporting to this role.
• Supervise outsourced shared administrative staff and guards.

Qualifications and Experience

• A Bachelors degree in Business Administration or related field
• At least 5 years' experience in an INGO with diverse teams; 3 years of which should be in a management role in the relevant field.
• Experience managing field offices.
• Experience in project management and proven organizational skills.
• Outstanding communication skills.
• Excellent ability to work under minimal supervision and strong problem-solving skills;
• Enthusiastic about learning, excellent interpersonal and communication skills;
• Strong verbal and written communication.