Position:                                   Administrator 1 post

Reports to:                               Field Office Coordinator

Supervision to:                         cleaning staff

Duty station:                             Maungdaw

1. Role and responsibilities

The following is a brief description of the role.

Generic responsibilities 

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

1. Welcome visitors to the NRC office, and direct them accordingly
2. Adhere to NRC policies and procedures
3. Update the duty roster of cleaning staff and ensure order and cleanliness and hygiene and waste.
4. Receive, distribute and register faxes, mails, documents and reports
5. File administrative documents according to procedures
6. Ensure that utility bills (e.g., electricity, water, internet) are paid on time
7. Arrange for staff transport and accommodations.
8. Provide secretarial support such as typing, takings minutes, drafting letters, etc.
9. Facilitate maintenance of NRC Office, NRC Guest House, NRC warehouse premises
10. Assist Field Office Coordinator at any activities related with Government authorities and Ministries concerned, in order to accomplish the NRC activities in line with time frame.
11. Understand the annual activity and work plans, and work with Field Office coordinator to ensure effective relationship and compliance with the requirements of the line Ministries.

Specific responsibilities 

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

• Receive, register and distribute incoming/outgoing mail as requested.
• Monitor daily attendance lists of personnel in Maungdaw office, assist with necessary preparations and process with attendance list as donor requirements.
• Ensure availability of standard NRC forms (updated version) at reception counter.
• Ensure that the office stationery, office supplies and guesthouse supplies are ordered on time, raise purchase request.
• Assist Field Office Coordinator with proper keep and filing of administration correspondence documents both hard and soft copies in server.
• Assist in the ID card preparation required by Admin/HR department.
• Assist with English-Myanmar translation as required.
• Maintain NRC archive and NRC computerized filing tree for administration section according to NRC guidelines.
• Assist program staff/ HR Department in events/meeting planning and arranging as required.
• Arrange for issuance of staff business card and stamps.
• Organize and coordinate meetings, catering.
• Assign the cleaning staff duties roster basis for warehouse/office.
• Undertake the responsibility of maintenance, repairing and partition works in offices, guesthouse and warehouses.
• Collect the list of new procurement/repairing items of office furniture, visibility, etc. and raise purchase request.
• Improve the waste management system of NRC office.
• Support staff healthy living standard by improving clean environment.
• Any other duties assigned by supervisor.

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Finance & Logistics Department
• Admin/HR Teams in Sittwe Offices.
• All Staffs in NRC Myanmar.

1. Competencies 

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: 

•       Experience from working with administration

•       Previous experience from working in complex and volatile contexts

•       Documented results related to the position’s responsibilities

•       Knowledge about own skills/profile

•       Some knowledge of English

Context/ Specific skills, knowledge and experience: 

•       Strong communication, interpersonal, analytical and negotiation skills.

•       Ability to multi-task, motivating and monitoring team work.

• Solid experience of working with windows-based computer software and modern control system.

 2. Behavioural competencies (max 6)

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Working with people
• Planning and delivering results
• Communicating with impact and respect
• Handling insecure environments

3.         Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

•     The Job Description

•     The Work and Development Plan

•     End-of-trial Period Performance Review Template

•     The End-term Performance Review Template

•     The NRC Competency Framework