Admin Assistant at Danish Deming Group (DDG)

On Friday, January 23rd, 2015
National Position

Background: Danish Deming Group (DDG) is a department under Danish Refugee Council (DRC). Danish Demining Group’s (DDG) mandate is to recreate a safe environment where people are free from the threat of landmines, explosive remnants of war and small arms and light weapons.
Position’s Overall Objective: The role of Admin Assistant is to support to DDG Regional office for Horn of Africa & Yemen with administration, travel arrangements, procurement and logistics. 
S/he works closely with relevant staff to ensure processes are executed in a well-coordinated, well-informed and timely manner.
Responsibilities and Tasks
To achieve the position’s objectives the Admin Assistant will perform the following tasks:


  • Office management (respond to inquiries, day to day office movement, car management, taxi coordination).
  • Perform general clerical duties but not limited to photocopying, scanning, filing, faxing, mailing.
  • Arrange staff travel both commercial and humanitarian flights.
  • Manage the accommodation of staff passing through the regional office and in charge of DDG guesthouse administration.
  • Offer support to staff in obtaining travel documents e.g. visa, travel permits.
  • Routinely re-order office supplies.
  • Update mail/phone directories.
  • Update the Internal, ECHO and UNHAS staff list.
  • Ensures an effective filing and archiving system (soft & hard copies) for all documents.
  • Manage the repair and maintenance of computer and office equipment.
  • Monitor insurance coverage, apartment leases, telephone services (Safaricom, Thuraya) to ensure timely payment.
  • Internal and external mail and cheque dispatch.
  • Set up and coordinate meetings and conferences.
  • Keep track of all bills e.g. electricity, water and ensure timely submission to the finance officer for payment.
  • Assists HR Officer in ensuring that relevant staff records are maintained up to date.
  • Carries out procurement in compliance with DRC and relevant external rules/regulations in a timely manner with a value-for-money lens and with a high level of integrity; 
  • ensures all procurements are thoroughly documented and properly archived; ensures items are received in good time and meet requestor specification.
  • Responsible for accurate asset tracking, asset tagging, asset lists and archiving of asset lists
Education / Experience Needed:
  • Bachelors’ degree in Business Administration or relevant degree.
  • Minimum 3 years’ experience in an administration role in a busy office preferably NGO;
  • Experienced administrative professional who is dependable and highly organized, enthusiastic with a positive attitude
  • Experience in the use of computers and office software packages (MS Word, Excel, etc)
  • Good internet skills, including use of e-mail programs and group messaging
  • Excellent oral and written communication skills; attention to detail is critical
  • Able to uphold high ethical and professional standards
  • Good personal organizational skills, including time management, team work, ability to meet deadlines and work under pressure with minimal supervision
  • Self-starter who can work independently with minimal supervision
  • Independent thinker with good planning and organizing abilities
  • Good analytical skills
  • Self-motivated and able to prioritize multiple tasks in a fast-paced environment with the flexibility to work extended hours when required
  • Able to maintain the highest levels of confidentiality
Reporting Line: Reports to the Head of Program Support
Location: Nairobi Office
Duration: 1 year contract with possibility of extension
General Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability committments. All staff are required to contribute to the achievement of this framework (
For more information about our work and organisation, please visit our website
Application and CV
Interested applicants should submit:-
1. 1 Page Cover Letter clearly stating their motivation and qualifications
2. Concise and accurate CV (maximum 3 pages). Including three professional referees.
The application should be sent to: [email protected] and subject line should read ADMIN ASSISTANT. 
The deadline for submission of applications is the 31st January 2015.
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