Administration Intern NGO Job Opportunities – Danish Refugee Council (DRC)

Job Title:    Administration Intern
Organisation: Danish
Refugee Council (DRC)
Duty Station: Kampala,
Uganda
Reports to: Team
Leader Administration
About US:
The Danish Refugee
Council (DRC) is a private, independent, humanitarian organization working on
all aspects of the refugee cause in more than 36 countries throughout the world.
The aim of DRC is to protect refugees and internally displaced persons (IDPs)
against persecution and to promote durable solutions to the problems of forced
migration, on the basis of humanitarian principles and human rights. DRC works
in accordance with the UN Conventions on Refugees and the Code of Conduct for
the ICRC and NGOs in Disaster Relief.
Job Summary:  The Administration Intern will mainly ensure
that staff travel tickets are booked on time, central mail system is in place,
payments are processed as per docket, Reception and office management is as per
DRC set standard.
Key Duties and Responsibilities: 
  • Responsible for timely flight and hotel
    bookings and coordination of airport droppings with Logistics
  • Department in line with the DRC travel
    policy.
  • Proactively provide timely response to
    all flight and hotel booking related grievances from time to time.
  • Ensure that approved Travel
    authorization forms are received before any flight and hotel bookings are
    effected
  • Circulate pre-arrival packs to the
    guests before travel date.
  • Support in securing visa and any travel
    related document as and when required. 
  • Control the central mailing system for
    Kampala and ensure that it’s active.
  • Proactively report any deviations to the
    norm to the Administration Leader.
  • Process payments to service providers
    under your operational docket to be reviewed by the Administration officer
    for accuracy. These payments will relate to travel and accommodation,
    utilities (cooking gas, running water, electricity, Garbage, and Stan
    kit).
  • Maintain the reception area in a clean,
    warm, and orderly manner.
  • Offer exceptional and proactive customer
    care and support to all DRC guests, staff and other stake holders and
    ensure that they receive timely assistance and attention from time to
    time.
  • Organize and schedule appointments.
  • Maintain an updated contact list as
    shared by the IT Officer on a monthly basis and display it on the office
    notice board from time to time.
  • Receiving phone calls in a friendly and
    professional manner and offer assistance to all callers in a timely and
    proactive manner.
  • Display necessary notices and memos on
    the office notice boards as requested by Administration Team leader and or
    HR/Admin Manager.
  • Ensure that all running adverts are
    pinned on the notice boards and updated on a regular basis in an orderly
    manner.
  • Ensure that the office notice board is
    highly organized and updated from time to time.
  • Ensure availability of tea, coffee,
    drinking water, cooking gas in the office at all times.
  • Manage timely and orderly filing of
    office administrative documents from time to time.
  • Compile minutes from the Monday morning
    meetings from all locations and disseminate a finalized copy to all
    country locations by Thursday of every week after the review of the
    Administration officer
  • Follow up with various field sites to
    ensure that the meeting minutes are received in a timely manner.
  • Ensure the office is locked at the end
    of day. This includes the DRC boardroom. 
  • Responsible for monthly stock taking of
    consumables and stationary and monitor consumption and timely
    replenishment.
  • Ensure that the stationary and
    consumable stores are clean, organized and items are properly coded.
Others:
  • Act as backup in the absence of the
    Administration Team Leader.

Qualifications, Skills and Experience: 
  • The ideal candidate for the Danish
    Refugee Council (DRC) Administration Intern job placement should hold a
    Bachelor’s degree in Business Administration, Humanities or related field.
  • One year of related work experience
  • Languages: English Excellent.
How to Apply:
All candidates
should apply online at the link below
Deadline: 26th October 2018
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