Administration Officer

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 rotes, 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 fulfilment 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.

Operating since 2004 in Lebanon, DRC has addressed the needs and rights of vulnerable populations, working initially with Palestinian refugees (since 2004), Iraqi refugees (2007-2010), Lebanese IDPs (during the 2006 conflict), migrant domestic workers (since 2009) and, since 2011, responding to the Syrian refugee crisis.

DRC Lebanon is currently delivering programming in protection, housing, infrastructure, basic assistance, livelihoods, and community development interventions. This myriad programming seeks to address the immediate needs of displaced populations and concurrently support vulnerable host populations. DRC has five offices spread throughout Lebanon in, Beirut, the Bekaa, Saida, Tripoli and Qobayat.

Responsibilities: 

Office Logistics/Procurement:

• Manage all procurement processes in accordance with DRC policies and procedures, in a transparent, accountable, efficient and cost effective manner.
• Ensure that all procurements are tracked and recorded appropriately to ensure accountability to the donor.
• Assist in organizing external workshops and meetings in Lebanon and booking meeting spaces within Beirut offices (in coordination with DRC Lebanon),
• Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit monthly logistics reports to the management team.
• Organize Visa ,travel arrangements, including booking flights, accommodation (in hotels if and when needed)
• Arrange all the transportations for all DRC Syria staff and donors

Office Administration/Finance/HR:

• Support with any administrative tasks as required, including filing, preparing purchase and payment requests and receiving invoices (matched against approved purchase orders or contracts).
• Manage payment of petty expenses through an advance received from DRC Lebanon office and settle the advance before month in coordination with DRC Lebanon Finance.
• Arrange in DRC properties rental agreements, payments and terminations per contract, in addition to charging softcopy with DRC main office in Syria.
• Managing to up keeping of DRC facilities in good shape by conducting regular visits for all DRC premises occupied by DRC Syria team.
•  Inspecting DRC equipment on a regular basis and providing appropriate maintenance.
• Handling maintenance requests and contact suitable service providers and ensure services are completed correctly.
• Liaise with Finance and Procurement departments in both Beirut and Damascus for maintenance requests and services payments.
• Refund expenses / advance cash for Syria staff’s members and RO staff members based in Lebanon , in coordination with RO,

• Maintain the list of staff travel and assist staff members with the travel expenses claims when relevant.

• Ensure a good management and follow-up of staff members’ visas issuance and renewal to Lebanon, in coordination with the DRC Lebanon HR/Admin office.
• Assist Syria staff in getting visas to Syria through the embassy in Lebanon,
• Ensure confidentiality of all correspondence and operations

Experience and technical competencies: 

• Qualified candidates have experience working in office management/support in a medium-size office, ideally with a focus on refugee or humanitarian work.
• At least 3 years of successful experience working in logistics/procurement and/or administration/finance/HR or a combination of both, preferably with an INGO.
• Conscientious and efficient in meeting commitments.
• Shows persistence when faced with difficult problems or challenges.
• Computer proficiency highly desirable, particularly use of MS Excel.
• Familiarity or previous experience with DRC programme and operational procedures a plus.