Administration Officer

---

Roles and Responsibilities

The purpose of the Administrative Officer position is day-to-day implementation of the support functions responsibilities.

Generic Responsibilities

• Ensure adherence with NRC policies, tools, handbooks, and guidelines.
• Implement delegated support function portfolio according to the 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.

Specific Responsibilities

• 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.

---

Qualifications

Professional Competencies

Skills, knowledge, and experience important for effective performance:

Generic professional competencies:

• BA degree in Management or related fields with 5 years of relevant work experience in administrative services, preferably in an 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 relationships with internal and external stakeholders.
• Wide knowledge of 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 teamworking 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.

Behavioural Competencies

• Handling insecure environments.
• Planning and delivering results.
• Working with people.
• Analysing.
• Communication with impact and respect.
• Coping with change.

---

About Us

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.

---