Oversee all aspects of administrative support at the HINGO Group Secretariat office, ensuring efficient operations and procedures.

• Implementation of administrative policies at the office.

• Develop systems that contribute to improve the efficiency and cost-effectiveness of the administrative operations.

TASK and RESPONSIBILITIES

Facilities Office management

• Ensure all office infrastructures are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
• Oversee all aspects of office maintenance and cleanliness.
• In conjunction with the DRC and HINGO safety team, ensure safety and security issues for the general security of the office.
• Coordinates with DRC administration on office space and communication materials
• Coordinate handover of leased properties and ensure security deposits are refunded on timely basis.
• Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures.
• Manage the administration team to ensure overall efficiency.

Administrative support

• Ensure all HINGO payments are done on timely basis.
• Ensure meetings for the HINGO Country Directors and HINGO Steering Committee are organized and other administrative support as may be required.
• Keeps and updates the HINGO Team calendar, vehicle utilization log and Steering Committee calendar.
• Drafts minutes of meetings where appropriate.
• Any other duties as requested by Manager.
• Support as may be necessary the efforts of HINGO working groups – HR, Duty of Care, Engagement and Comms, and Humanitarian Leads.

Logistics and finance

• Acts as the focal point for all logistics, supply chain and procurement matters within the HINGO secretariat and liaises with DRC’s related department accordingly.
• Prepares payment requests, expense reports and procurement requests in accordance with DRC systems and procedures.
• Organizes the logistical aspects of preparing meetings, workshops, trainings and events for the HINGO Group. This includes booking meeting halls, purchasing stationery and other materials; liaising with DRC administration department on visas and hotel bookings for external participants; coordinating with hotels and suppliers; submitting payment requests in a timely manner and ensuring payments are done on time.
• Liaises with DRC Supply Chain and fleet manager on the use of the dedicated HINGO vehicle.

IT and Databases management

• Updates the HINGO members and external stakeholders databases.
• Liaises with DRC IT department, at country and HQ levels, to ensure to update and functionalities of the HINGO mailing lists and groups.
• Manages creation of, admissions to and good functioning of the HINGO Signal Groups.

All DRC roles require the post-holder to master

DRC’s core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

Experience and technical competencies: (include years of experience)

• At least 2 years’ experience in administration, in an international NGO in a similar role at mid-management level.
• Knowledge of travel and immigration procedures.
• Experience in basic database management and event organization.
• Advanced English proficiency
• Fluency in local language

EDUCATION: (include certificates, licenses, etc.)

• University degree or equivalent professional qualification

LANGUAGE: (indicate fluency level)

• English (fluent)