Administration Team Leader
Norwegian Refugee council
Total years of experience :10 years, 11 Months
• Planning and coordinating NRC administrative procedures and systems and devising ways to streamline processes
• Oversee the administration budget for the Office including managing spending plans on designated budget lines whilst seeking cost efficiencies and savings where possible.
• Leading the annual structure review for the administration unit to ensure efficiency and effectiveness.
• Advise and support project and unit managers on implementing their activities in alignment with the administration-related SOPs.
• Ensure regular coordination with visitors, partners, suppliers, local authorities, and lawyers to stay updated and be able to respond to changing needs, requests, disputes, and regulations on all relevant matters.
• Ensure that all administrative functions of the Office are well managed, including but not limited to event management, visa and work permit requirements, office cleaning & reception, and transport needs, general office management and maintenance, guest and international staff accommodation and all procurement for the units.
• Ensure proper filing and archiving for all admin and support documentation
. Provides direction, assigns tasks and gives instructions to staff, specifies their individual work plans and evaluates individual team member’s performance.
•Prepare Traveling arrangements for the staff including flight tickets, hotel booking, transportation and cars rentals.
•Arrange breakdown budgets for segments shooting and logistics expenses at different locations.
•Asses and organize logistics of project materials and cheque payments in terms of transport requirements, receipt, handling, storage and distribution.
•Collects quotations and bids from the market.
•Handling the procurement of stationary and office supplies.
•Manage all needs for training, workshops and events.
•Establish and maintain contact database for different projects.
•Handling the offices cleaning appearance.
•Handling the offices maintenance.
•Draft letters, and official correspondences in both Arabic and English.
•Dealing with post, faxes, packages, invitations card and gifts.
Main Duties:
•Manage the Director’s calendar, meetings and appointments both internal and external.
• Arrange and Update appointments/ meetings both internal and external for Managers and seniors.
•Provide administrative support to the Executive Director, Finance and Operations, and other senior staff.
•Arranging travel logistical arrangements, Visas, transportation and hotel accommodation on a frequent basis for the Executive Director and senior managers and staff.
•Drafting letters and official correspondence in both Arabic and English, follow up on the incoming and outgoing letters and correspondences.
•Operate manual and computerized office systems, for example filing papers, archiving and maintaining databases.
•Undertake general office duties, dealing with post, faxes and internal and external e-mail inquiries; drafting and sending standard letters on behalf of the Executive Director, photocopying and collation, arranging for documents to be printed/bulk printing arrangements.
•Handle various administrative and secretarial tasks including drafting, typing and translating simple documents, drafting contracts.
•Prepare and set up new offices for new employees
•Handle the offices cleaning appearance.
•Write business letters, reports or office memos using word processing programs.
•Handle the petty cash and the daily expenses.
•Ensuring offices and premises maintenance.
• Arrange for and follow-up on all requests and office supplies, stationery, and any other related items.
•Welcoming visitors, guiding them to appropriate departments in a professional manner.
•Answering telephones with greetings and forwarding the calls to the relevant staff and taking notes.
•Contribute in events coordination.
•Provide support to other units if and when necessary.
• Preform other duties as required.