Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified individual to fill-in the vacancy of Administration Manager to work in Damascus under employment contract
Who are we?
The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.
The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.
All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.
About the job
The Admin Manager is responsible for ensuring efficient management and planning of admin support functions for the country office in Damascus, Syria. He/she will ensure effective and streamlined communication is established with government line ministries, SARC, partners and other external stakeholders. The Admin Manager will ensure effective management of DRC facilities such as offices and guesthouses, and, management of visitor support services and guest assistance. He/she is also responsible for maintaining and increasing the performance quality of the admin team and ensuring stakeholder satisfaction by exercising service-oriented practices.
Duties and Responsibilities:
- Develop administrative and support service policies, procedures and guidelines; make recommendations on policy and procedural change; revise policy and procedures as necessary in consultation with senior management and other relevant stakeholders
- Directly manage assigned support service staff; discuss expectations; set performance objectives; identify skills gaps; facilitate learning opportunities; provide coaching
- Act as the focal point for liaison with DRC’s lawyer on legal matters including on official communication with government stakeholders
- Ensure applications, letters, MOUs and other documents submitted to SARC, Government Departments and Ministries are accurate, timely and context-sensitive.
- Accountable for ensuring that visas, residencies and other government approvals and permits for all DRC staff and visitors are followed up and renewed on time.
- Manage the compilation and preparation of quarterly program reports and MOUs with government authorities; provide thorough review for quality assurance
- Lead the communication with external stakeholders such as SARC, line ministries and local and INGOs to follow up both operational and programmatic matters, in coordination with the relevant DRC departments
- In cooperation with HOSS, develop SOPs and policies related to Guest House, expat housing and main office.
- Oversee administrative support services and provide general administration assistance e.g. setting appointments, scheduling meetings and event management.
- Oversee the planning and organization of conferences, meetings, retreats, and workshops.
- Establish and manage inventory control for communal office supplies, stationary and other admin consumables; distribute items on request through a formal requisition process; assess and monitor consumption to avoid waste and losses
- Ensure timely processing of all administrative payments; work with the Finance Department to compile and process invoices related to operations expenditures and ensure that charges are booked to relevant departments.
- Oversee facilities management services to ensure fully equipped, fully operational and highly maintained offices and guesthouses.
- Regularly review adequacy of space requirements; identify appropriate office space and facilitate housing for staff and short-term visitors; negotiate rental agreements, terms and conditions; manage landlord relations
- Establish a Visitor Welcome Service; ensure pre-arrival information is sent, logistical arrangements are made (transport, accommodation), visas and necessary permits are obtained and support is extended on arrival.
- Coordinate visits for high level visitors; logistical arrangements, trip agendas, meetings and in-country travel.
- Carry out any other relevant duties as requested by the Head of Support Services.
- Bachelor’s degree in Business Administration or equivalent professional qualification
- Minimum five years’ experience in a similar position preferably with an INGO or multi-sector relief or development project
- Ability to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requests.
- Strong organizational skills, ability to coordinate and manage a diverse array of responsibilities
- Ability to handle sensitive situations diplomatically with strong interpersonal and communication skills
- Proven team player with ability to cultivate and maintain good working relationships with colleagues and external stakeholders
- Good Knowledge of Microsoft Office
- Advanced English proficiency
- Fluency of the Arabic language
- Excellent communication skills
- People management skills
- Skilled in communicating information and ideas in writing
- Understanding multicultural environment
Desirable: Master’s degree in relevant field