Administrative Officer at Mercy Corps

General Position Summary

• The Administrative Officer will oversee admin support functions for the Mercy Corps Maiduguri office. This will include the Abuja office and expatriate guesthouse administration.
• Coordination of travel/accommodation arrangements for staff.
• Making arrangements for all training, workshops, meeting and general day-to-day administration in terms of compound and equipment maintenance and repairs.
• Follow up with the Finance Unit to ensure that suppliers' accounts are settled on time.
• Ensure that all activities are accurately documented and arranged.
• Secure and systematic filing of all administrative-related documents, contracts, etc.
• Guide, train and supervise staff of the unit.
• Direct Supervision over Administrative Assistant
• Responsible for international travel, domestics travel and hotel bookings, Office/guest house Cleaner and performance development plans for all staff under supervision.
• Act in charge of administration in all Maiduguri and DFOs including routine, staff meetings, and sometime representation at local government offices as advised by management.
• Monitor and control administrative/office expenses and budget.
• Collate office-specific updates for routine.

Essential Job Responsibilities

Administration:

• Ensure full compliance with all relevant Mercy Corps and donor guidelines; keep up to date with changing policies and guidelines.
• Ensures Mercy Corps Office and guesthouse compound are well maintained and suitable for working and living.
• Identify and ensure the provision of necessary training and guidance to administrative national staff
• Ensure that all operations activities are accurately documented and arranged.
• Coordinate with Mercy Corps managers regarding the relations with local authorities; liaise with government offices, UN agencies, NGOs, as required
• Act as a liaison person for visa & work permits for expatriate staff and visitors.
• Facilitates and process visa & work permits for expatriate staff and visitors.
• Manage Master supplier agreements and other service contracts in admin.

Property/Facility Management.

• Ensure all Mercy Corps rented property ( Offices, Guesthouses, expatriates’ Apartments) are properly managed.
• General office maintenance including safety & security, and utilities for properties.
• Maintain general inventory for the Abuja office, expatriate houses and guesthouses  
• Ensure that all Mercy Corps property lease agreements and business transactions/relationships are transparent and in compliance with Nigeria law and Mercy Corps/donor policies
• Keep proper and updated key register in the key box for all resident and office keys.

Visas/Travel:

• Process all visa applications and timely renewal of all visas for MCN international staff and visitors. 
• Prepare monthly updates of the visa tracker on google drive, and share them with relevant personnel.  
• Maintains visitor tracking matrix on monthly bases.  
• Book and purchase commercial air tickets for all MCN staff, partners, consultants, visitors, etc. (this requires the compliance of US Flags Carriers)  
• Book all travellers on Heli and fixed-wing through the UNHAS platform.
• Oversee international flight reservations in coordination with Admin Assistant.
• Establish good working relationships with different airlines on behalf of Mercy Corps.
• Review invoices received from airlines and travel agents (where applicable),and prepare payments as appropriate. 

 Accommodation:

• Make hotel reservations for all travellers both local and international, and make other relevant travel arrangements, including sharing of welcome pack and telephone with the incoming visitors.  
• Coordinate with logistics to make sure all logistics arrangements are made and communicated to MC visitors and staff. 
• Review hotel invoices for those hotels with which Mercy Corps has an agreement and prepare payments. 
• On a regular basis, visit hotels with which Mercy Corps has an agreement with to make sure that MC visitors are getting the right quality services.
• Perform monitoring of preferred hotels and travel agents in Maiduguri and field. 
• Ensure hotel accommodation payment is made as appropriate and timely.

Organizational Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient, and relevant to the communities they serve we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves. 

Accountability to Beneficiaries.

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility: Administrative Assistant, Maiduguri Office.  

Reports Directly To: Operations Coordinator.

Works Directly With: Finance, Operations, and Programs MCN team members.

Knowledge and Experience

• BA/BS degree in a relevant field.
• Minimum of 2 years field experience in administrative or operational support functions, including procurement, logistics and human resources management, with a humanitarian non-governmental organization, including two years in a field emergency/relief setting.
• Experience in setting up and managing administration and logistics management systems.
• Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies.
• Excellent negotiation, representation skills and the ability to work comfortably with an ethnically diverse staff.
• Demonstrated attention to detail, ability to follow procedures and meet deadlines.
• Demonstrated ability to live, work and solve problems independently and effectively in extremely remote locations.
• Demonstrated ability to effectively manage multiple teams in different locations in a high-pressure environment.
• Strong computer skills in Microsoft Office applications required.
• Excellent verbal and written English communication skills required, and good knowledge of local languages is desirable.