Administration Officer

Danish Refugee Council

Yangon, Myanmar (formerly Burma)

Experience: 0 to 3 Years

Skill Required: HR and Admin

The Danish Refugee Council / Danish Demining Group (DRC/DDG) assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunities 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. In Myanmar, DRC has been present since 2009, and since June 2012 broadened its presence via the Danish Demining Group (DDG) - DRC’s division for Mine Action. DRC/DDG is currently engaged in responses in Rakhine, Kachin, and Northern Shan states. Our response targets displaced, and displacement-affected communities and other vulnerable communities in some of the most deprived areas of Myanmar. Key activities include protection (including Child Protection, GBV and Protection Monitoring), CCCM, WASH, Livelihoods and mine action.

Overall purpose of the role:

  • Oversee all aspects of administrative support at the DRC office, ensuring efficient operations and procedures.
  • Implementation of administrative policies at the office.
  • Develop systems that contribute to improving the efficiency and cost-effectiveness of administrative operations.

Specific duties and responsibilities

  • Handling of domestic and international hotel and flight ticket booking
  • Handling of WFP relief flight booking representing our organization
  • Handling government-related processes such as visas, travel authorizations, FRC and Form C, following up with the concerned ministry and department
  • Acting as the focal person for the staff onboarding and relocation during the end of the mission of the expatriates
  • Updating and sending the welcome pack to the new expatriates
  • Handling expat staff accommodation and payments in coordination with the Supply chain.
  • Going to embassies for visa process and Immigration Department
  • Sharing and exchanging the internal information with the field admin focal persons, government liaison persons and area managers
  • Coordinating with the supply chain department and field offices to organize the transports
  • Collecting quotations from potential suppliers when required.
  • Preparing and settling the payments in coordination with Finance focal persons
  • Coordinating with the suppliers for the payments
  • Building long-term business relationships with suppliers in Myanmar and Bangkok.
  • Acting as a focal person for organizing workshops, seminars, events and annual reviews and transports
  • Supervise the Admin team members; Admin Assist, cleaners and contribute to their performance reviews.
  • Developing/ Creating the templates for visa and travel authorization applications, letters of recommendation, office and kitchen supply requisition forms and control sheets, and travel request tracker sheet.
  • Preparing a monthly duty roster for the cleaners

Experience and technical competencies:

  • Must have a minimum of 2 years of relevant working experience in Admin or office management.
  • Knowledge of web-based system
  • Strong knowledge in Admin and office tasks of INGOs
  • Microsoft office package etc.
  • A commitment to honesty and transparency
  • Strong organizational and communication skills, cooperation and working relationship
  • Proven team player and ability to work effectively in the multi-cultural working environment
  • Graduate from a recognized university
  • Diploma in Business Administration or equivalent professional qualification.
  • Professional fluency in English and Myanmar. A good understanding of any of the local languages will be considered an asset.