Administration Coordinator

 The Administration Coordinator is responsible for overall delivery of quality administrative services to DRC DDG South Sudan, facilities administration to meet operational requirements of DRC DDG Juba. The Administration Coordinator is under the supervision of the HR Advisor and will also support the HR unit when needed. 

Who are we?
The Danish Refugee Council has been in South Sudan since 2004 working with refugees, internally displaced people and returnees. In 2012, DRC opened its operations in Upper Nile State (Maban County) to respond to the large influx of refugees coming from Blue Nile State in Sudan and in early 2013 DRC expanded its operations to Unity State and is currently managing a refugee camp (Ajoung Thok) for new refugees from South Kordofan. In additional DRC is responding to the current humanitarian crisis of internal displacement. DRC is the camp manager of several camps in the northern states of South Sudan and has also been working closely with humanitarian partners in relation to the coordination of humanitarian assistance and advocacy issues. DRC also has activities in the sectors of community services, protection, GBV, livelihoods, shelter and infrastructure and logistics in the IDP/refugee areas. In returnee areas DRC is implementing food security and livelihood activities to support durable solutions. 


Duties and Responsibilities

Facilities Management:
•Manage all contractual requirements between the leaser (DRC/DDG) and owner of the DRC DDG compound located on Hai Supiri Road in Juba.
•Manage accommodation requirements for staff and visitors within the compound guesthouses and external locations if required.
•Liaise with the Compound Assistant for repairs within the Juba compound 

Travel Management and coordination
•Ensure efficient travel management and coordination for all domestic and international travel
•Ensure that UNHAS and travel agency’s accounts are replenished on a timely basis
•Manage the Travel Framework agreement
•Manage all payments of all travel and accommodation related matters  
•Liaise between Juba Headquarters  and staff in the field on all travel and accommodation requirements  
•Provide advice to all staff for the timely acquisition of visa, entry permit and registration (in the country or in destination) and  prepare letters of invitations when required
•Ensure all international staff staying more than 3 months in country have a valid Work permit  
•Ensure proper filing of all travel related documents.


Administrative Payments/Reporting
•Ensures processing of all administrative payments in a timely manner, i.e. Invoices from travel agencies, hotels and contracted services providers for admin department.
•Ensure that Travel Tracker and Work Permit Tracker are sent to key staff on a weekly basis.
•Update the Admin Handbook every quarter according to government law and regulations, and DRC DDG procedures.

Staff Management
•Supervises Admin Assistant Travel and the Admin Assistant /Reception 
•Sets up work plans / performance objectives for all Administrative staff; ensure timely implementation of performance management system for all administrative staff.

Liaison and Coordination
•Focal person for all government regulations related to Administration. 
•Ensures that all international staff are issued visas/work permits in a timely manner;  
•DRC DDG’s registrations with various government agencies/ministries are renewed in a timely manner

IT
•Manages all email accounts
•Manages all service upgrades and call outs required to maintain 24/7 Internet access  
•Approve all Software upgrades for DRC DDG computer hardware
•Maintains the Anti-Virus register


About you
To be successful in this role you must have:
1.Minimum 2 year experience in a similar role in the NGO sector 
2.Previous experience in managing a team 
3.Excellent analytical and communication skills
4.Strong interpersonal skills and demonstrated ability to establish effective working relations with national and international staff 
5.Proven ability and knowledge of IT systems
6.Proven ability to work and live in basic living conditions 
7.Ability to work under pressure, with minimal supervision, and in a culturally diverse team
8. University degree in social sciences, business administration, HR or related field or equivalent practical experience

Ideally, you will also have previous experience working in South Sudan.


We offer
Availability: According to mutual agreement
Duty Station: Juba, South Sudan
Contract: A minimum contract till end of 2014, which could be extended based on performance and funding
Salary: Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.dk under Vacancies. This position will be placed at level A14.


Application process
Interested? Then apply for this position by clicking on the apply button.
All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English. CV only applications will not be considered.

If you have questions or are facing problems with the online application process, please contact job@drc.dk 

Applications close September 30th, 2014 
 

Need further information?
For further information about the Danish Refugee Council, please consult our website www.drc.dk