Duty Station : Yangon, INGO Forum
Report to : Finance and Operations Manager – INGO Forum
Responsibilities
Administration
- Focal of Master Contact List and follow up with members for the contact list changes in coordination with respective program team members and FOM on a weekly basis. Manage the overall contact database and communication platforms that Forum has or will adopt in order to better manage membership information.
- Provide occasional maintenace and updates to the INGO Forum website, if possible
- Preparation of monthly attendance sheet /participant list for various online meetings from 3 different zoom accounts or other platforms, hybrid meetings and physical meetings
- Booking hotel/venue/member office’s meeting room for meeting/training/workshop in country and BKK/Chiang Mai
- Arrange meeting materials, refreshments and logistical arrangements for in-person meetings
- Make sure with the hotel accommodation booking, flight ticket, VISA and transport etc.. for staff and visitors
- Solve the IT related issue with the support of IT experts from DRC and service providers and make sure all the IT equipments are functioning and workable condition
- Be the focal point with the INGOF and our Google Suite Service Provider and all Third-Party Providers (Mail Chimp, Survey Monkey, etc) that do not fall under the DRC IT ecosystem
- Assist Finance and Operations Manager in membership fee collection process
- Prepare and file all supporting documents related to the Administration, HR and Logistics functions’ portfolio.
- Receive, distribute and register faxes, mail, documents and reports.
- Provide secretarial support such as typing, taking minutes, drafting letters, etc.
- Any other tasks assigned by line manager
Logistic
- Ensure that all procurement processes are in accordance with the Logistics Handbook, other DRC policies and meet the donor requirements.
- Provide an anti-corruption, transparent and cost-efficient focus in all processes (e.g., in procurement, asset management etc..).
- Register and/or prepare requisitions, quotations and purchase orders in the system and update status reports in accordance with DRC guidelines.
- Liaise with any suppliers to ensure prompt and accurate delivery of goods, services and equipment.
- Receive supplies and ensure that they are in good condition and accompanied with correct documents.
- Update the vendor list regularly and register the new vendors for the assessment if any.
- Making sure with the simultaneous translation appointment and the payment in coordination with workstream manger and safety team as per DRC guidelines
- Checking the invoice, timesheet and the report for the national consultancy and other services contract.
- Assist in the preparation of the national consultancy contracts and other service contract agreements (Framework of Agreement) as per DRC guideline and keep record of all various contracts.
- Regular update of the tracking sheet of consultant contract/staff contract/other contract and monthly reminder for contract extension.
- Issuance of asset transfer form for office laptop/ Desktop and other computer and laptop accessories to new staff and keep record of inventory movements
- Implement a filing system/archive according to procedures.
- Any other tasks assigned by line manager
Experience and technical competencies:
- A bachelor’s degree in a relevant field (international development, social sciences, statistics, etc).
- Minimum 2 years of relevant work experience in non-governmental organizations.
- Understanding of and ability to work with database software, advance excel, ERP system.
- Knowledge of data analysis practices and tools and perform data quality control.
- Good understanding of Core Humanitarian Standards (CHS) and ability to apply accountability and ethical standards in everyday work.
- Good skills in MS Word, Excel, PowerPoint and Office365.
- Ability to think critically and apply critical thinking at work.
- Experience in using information management systems
All DRC roles require the post-holder to master DRC’s core competencies :
- Striving for excellence: Focusing on reaching results while ensuring efficient processes.
- Collaborating: Involving relevant parties and encouraging feedback.
- Taking the lead: Taking ownership and initiative while aiming for innovation.
- Communicating: Listening and speaking effectively and honestly.
- Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.
Conditions
Contract: DRC will offer the successful applicant a DRC’s Regular contract including 3-month probation period. Renewable depends on both funding and performance. Salary and conditions will be in accordance with DRC’s Terms of Employment. The position is in Employment Band H-non-management.
Application and CV
Interested? Click the button to apply. Please send your application, in English, no later than 13th May 2025.
CV only applications will not be considered.
(Applications will be reviewed on a rolling basis, and shortlisted candidates may be contacted for interview/an offer made before the advertised closing date)
Working at DRC
Help applying
DRC as an employer
Founded in 1956, DRC Danish Refugee Council is Denmark’s largest, and a leading international NGO. We have continuously been ranked as one of the best NGOs in the world - and are one of the few with a specific expertise in forced displacement. In over 40 countries, we protect, advocate and build sustainable futures for refugees and other displacement-affected people and communities.
By working in DRC, you will be joining a global workforce of around 8000 employees. We pride ourselves on our:
- Professionalism, impact & expertise
- Humanitarian approach & the work we do
- Purpose, meaningfulness & own contribution
- Culture, values & strong leadership
- Fair compensation & continuous development
DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.
Danish Refugee Council is an equal opportunity employer and we consider all applicants based on individual merit and qualifications, regardless of personal characteristics or attributes. We are committed to increasing the diversity of our workforce, aiming for a 50% balance of men and women in management roles and ensuring that at least 50% of management roles are filled by national staff. We recognize that a diverse and inclusive team is crucial for achieving our organizational goals and making a positive impact on the communities we serve.