Administrative Assistant at International Republican Institute (IRI)

Band / Level / Grade:

Administrative Support / 9A

Department:

Human Resources

Location:

Yobe, Borno State

Overtime Eligible:

No (per local law)

Background/IRC Summary: 

The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation and post-conflict reconstruction support to victims of natural disaster, oppression and violent conflict in over 40 countries. The IRC is committed to bold leadership, innovation and creative partnerships. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.

IRC entered Nigeria in October 2012 in response to a widespread flood disaster. Since then, the IRC has expanded its scope and size of the programs as new areas became accessible after prolonged conflict and insecurity, in Adamawa, Borno and Yobe States. The IRC’s response to the humanitarian situation includes integrated health and nutrition services, reproductive health care and women protection services, Environmental Health, Child Protection, Economic Recovery and Development, Education and General Protection. The country program has a five year strategy action plan, 2015 to 2020, that is reviewed on an annual basis. IRC’s programming in Northeast Nigeria is supported by a team of more than 650 staff.

Scope of work:

• The Admin Assistant is responsible for day-to-day administrative requirements, functions and general office management of the IRC offices and to assist the HR Team in all related HR & Admin functions.
• Assist the field in managing Accommodation (Guest Houses and Hotels) and VISAS
• Ensure that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, internet and other communications functions in the field office.
• Track and monitor subscriptions and monthly telephone and Internet communications, and ensure that all are paid on time.
• Arrangement of hotel bookings and reservations for national and international staff to the field office after receipt of approved /filled Travel Authorization Forms(TAF’s)
• Ensure that all hotels bookings are made in writing and copies of booking/accompanying TAF’s are available in Admin Office for record/tracking purposes.
• Processing and reconciliation of accommodation and hotels bookings related payments by COB every Friday.
• Daily accommodation Tracking and Update to security team, field coordinator, HR manager. And Copying Transport team.
• Regular supervision of Cleaners and Cooks in the GH and Offices.
• Track Rental agreements for offices and housing and submit to the senior Admin/HR Manager Monthly

Position Reports to: HR Officer

Other Internal and/or external contacts.

Internal:

External: none

Job Requirements:

• Education: Bachelor degree 
• Work Experience: Approximately 0-1 year of relevant experience  
• Demonstrated Skills and Competencies:
• Professional Administration experience preferably with an INGO.
• Strong sense of personal integrity.
• Attention to details.

Additional qualities: ability to multitask, ability to handle pressure well, ability to improvise, flexibility, cultural and environmental sensitivity.

Team work skills.

Language Skills: Fluent in English and Hausa

This job description can be modified at any time according to changes in the IRC activities or in the context