CHS-Alliance (www.chsalliance.org/), Danish Refugee Council (www.drc.ngo/), ICVA-International Council of Voluntary Agencies (www.icvanetwork.org/),and Save the Children International (www.savethechildren.net/) together with the Norwegian Refugee Council (www.nrc.no/) have decided to create a coworking space - the Humanitarian Hub Project (HHP). This space will also host other institutions such as: the Internal Displacement Monitoring Centre (www.internal-displacement.org/), H2H (h2hnetwork.org/), JIPS (www.jips.org/), and MMC (mixedmigration.org/).
We are now looking for a dynamic and experienced Hub Administration Coordinator to embody the heart and soul of the Humanitarian Hub coworking space and create a positive coworking environment where space, amenities and services are shared, mutually respected and even made more enjoyable.
Working closely with 5 HHP partners and reporting to the Chair of the Operations Governance Committee, you will have full ownership of the day-to-day office management operations for a community of 120+ Humanitarian Hub users. You will ensure high levels of organizational effectiveness, communication and safety, the smooth running of the Hub, help to improve process and day-to-day operations and serve a community of 120+ users, interacting with 5 partner organizations.
Come join our team!
What you will do
Humanitarian Hub Community Management
Ensure the effective and timely day-to-day operations and services delivery for logistics, ICT, administration, office and facilities management matters, on-site meeting and events. Create a friendly and positive environment to facilitate high member satisfaction Espouse Humanitarian Hub vision and guiding principles and etiquette Ensure all staff and users’ awareness of the office facilities and administrative processes and policies, provide guidance as may be necessary and communicate effectively Seek out information and understand the business and mission of every partner organisation Handle complaints and resolve issues in collaboration with suppliers and providers quickly and in a manner that diffuses tension Foster a sense of inclusivity where fresh ideas are welcome Promote and share ideas for improvement of the HHP Be knowledgeable about Humanitarian Hub partnership contracts and guidelines, as well as other documents and laws that manage the work environment. Explain these policies to members, as necessary. Oversee new member onboarding and moving out of the Humanitarian HubHumanitarian Hub Administration and Development
With all partners, be responsible for setting and achieving HHP objectives, office occupancy rates, and pricing Maintain and update operational policies and process in connection to the Hub in coordination with the Ops Governance Committee. Manage delegated budget, prepare invoices for the hub, procedures for approval and payments. Ensure that all items are invoiced and paid on time Forecast the annual budget for the HHP and revise it when necessary Respond to staff members' queries, ensure shared-Office Ground rules are respected, collect feedback from members to analyze where service could be improved within the Hub Manage petty cash. Handle mail (accept packages, sort mail...) Conduct tours for prospective members Ensure that new members will fit with HHP’s culture dynamics and mission Conduct procurement for shared services, draft and negotiate contracts and maintain a positive relationship with key suppliers, vendors, landlord and regie Ensure all lease Terms & Conditions are followed and applied, and the same with the partners in respect to sub-lease arrangements. Make recommendations to partners about new features or desired services that will improve the HHP and entice new members Compliance with and adherence to policies, guidance and handbooks and donor/auditor requirementsFacilities and space management
Manage all building operations to the satisfaction of members and in line with all relevant policies in place (procurement, finance, etc...) Maximise uptime and availability of key facilities asset like the Wi-Fi network, cafeteria, printers/copiers Administrate office keys, access badges and other processes or systems for office facilities.This vacancy is archived.