The purpose of the Administrative Officer position is day to day implementation of the support functions responsibilities.
Ensure adherence with NRC policies, tools, handbooks and guidelines
Implement delegated support function portfolio according to plan of action
Prepare and develop status reports as required by management
Ensure proper filing of documents
Promote and share ideas for improvement of the support function
Receiving visitors to the office in a cordial and respectful manner;
Answering, forwarding, and screening phone calls in a professional manner;
Making appointments and maintaining itineraries for the Country Director and NRC visitors;
Serving as minute secretary for all administrative and staff meetings;
Recording, preparing, and filing minutes of meetings in a timely and organized manner;
Registering and distributing incoming and outgoing mail in accordance with the NRC Filing Key;
Maintaining proper records of all correspondence (incoming and outgoing);
Handling receipts and deliveries through DHL and other courier agencies and ensuring regular follow-up on NRC shipments;
Managing and maintaining the petty cash fund of the Country Office in compliance with financial procedures;
Operating the NRC switchboard, photocopier, and ensuring updated NRC contact lists are maintained;
Making travel arrangements, including booking flights, hotel accommodation, and transport/shuttle services for staff and guests;
Booking meeting and training rooms and ensuring they are properly prepared for use;
Assisting in administrative tasks such as filing, typing, updating phone lists, and maintaining adequate stationery supplies for office use;
Keeping clear and accurate records of all office deliveries, supplies, and inventory;
Maintaining NRC archives in accordance with NRC guidelines and ensuring proper filing systems are followed;
Coordinating logistics support for visitors, including airport transfers and local transportation arrangements;
Ensuring smooth office communication and front desk operations;
Providing general administrative support to all departments as required;
Ensuring confidentiality, accuracy, and professionalism in handling office information and documents;
Performing any other related duties as may be assigned.
Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:
1. Professional competencies
These are skills, knowledge and experience that are important for effective performance.
Generic professional competencies:
BA degree in Management or related fields with 5 years of relevant work experience in administrative service preferably in INGO.
Experience from working as a Support Function Officer in a humanitarian/recovery context
Previous experience from working in complex and volatile contexts
Documented results related to the position’s responsibilities
Good knowledge of English
Commitment to Humanitarian Principles and action
Context/ Specific skills, knowledge and experience:
Understanding of the relevant laws and statutory requirements.
Good communication and interpersonal skills – build good relationship with internal and external stakeholders
Wide knowledge of the INGO operations and the dynamics of the humanitarian sector
Keen sense of compliance with policy and procedure
Good employer-employee contract negotiation skills
Personal conflict resolution and problem-solving skills
Strong organizational and team working skills
Good cultural awareness and sensitivity
Basic employee counselling skills
Highly confidential
Good computer application skills in Microsoft Excel, Word, PowerPoint, database and network communications.
Handling insecure environment
Planning and delivering results
Working with people
Analysing
Communication with impact and respect
Coping with change
| The Norwegian Refugee Council (NRC) is a global humanitarian organisation helping people forced to flee. Join us in assisting millions of people in areas where others cannot, tackling some of the world's most dangerous and difficult crises. Bring your skills and dedication to an organisation recognised for providing high quality aid and for defending the rights of refugees and internally displaced people. At NRC, we give responsibility to employees at all levels and foster professional growth and innovative teams. You can expect a supportive culture and an open dialogue with management. We are committed to diversity, equity and inclusion. Together, we save lives and rebuild futures. Safeguarding is central to NRC’s work. We expect all employees to: • treat everyone with respect and dignity • contribute to building a safe environment for all • never engage in any form of exploitation, harassment and specifically sexual exploitation, abuse and sexual harassment (SEAH) • always report. NRC has a zero-tolerance approach to inaction against exploitation, abuse and SEAH |
The Norwegian Refugee Council (NRC) Geneva leads NRC’s representation with the IASC and UN agencies, and coordinates donor engagement with the UN and Swiss donors. NRC strives to assist and protect vulnerable and displaced people during crises, especially in situations of conflict. Established in 1946, NRC is an independent, humanitarian, non-profit, non-governmental organisation working in around 31 countries with approximately 14’000 staff. NRC employs a rights based approach, challenging those with responsibility to uphold the rights of displaced people set out within national and International Laws. NRC endeavors to secure the acceptance of local stakeholders for activities and is committed to the principles of humanity, neutrality, independence and impartiality.
NRC seeks to engage with all relevant actors in order to promote the full respect for the rights of displaced and vulnerable people; secure and maintain access for humanitarian operations and promote the achievement of durable solutions. NRC Geneva, with the Internal Displacement Monitoring Center (IDMC), are NRC’s primary presence in Geneva.
