Administrative Officer at International Rescue Committee (IRC)

Sector: Human Resources

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Maiduguri, Nigeria

Job Overview/Summary:

The Admin Officer  reports to the Senior Admin /Human  Resources Officer in Maiduguri, She/he supports the Senior Admin/ Human Resources Officer in managing all aspects of the  day to day Admin functions  in Maiduguri field office, assisting in the implementation of Administrative  policies and supervises the Admin and Travel assistant in the  Maiduguri field office

RESPONSIBILITIES:

 Administration

• Tracking of Lease Agreements and    contracts in the Borno Office  
• Responsible for Administration correspondences and maintaining administration files.
• Report and follow-up with logistics on any repairs needed at the office and Guest Houses
• Direct line manage and supervise the Admin  Assistant  
• Outside of obligation to inform the HR Manager and the Senior Admin /HR Officer  maintain confidentiality and professional ethics for all personnel paperwork, records and issues pertaining to staff in the Field Office 
• Perform other duties as needed or requested by the Senior  Administration & HR Officer  or the HR Manager

Facilities Management

• Act as the focal person for all issues relating to facilities (Maiduguri  Office and Guest  houses) management. Develop systems for replenishment of inventory required for facilities, supervise and train support staff in effective administration of the same
• Coordinate and manage day-to-day maintenance inquiries and investigating residents complaints 
• As appropriate raise purchase requests for procurement of materials, goods or services required for facilities in coordination with logistics
• Maintain keys, spare keys, locks and master keys for all facilities
• Procurement of electricity credit for offices/staff houses
• Reviewing and ascertaining administrative suppliers’ invoices and quotations
• Maintaining payments records and making reports from them 
• Preparing and maintaining all agreements (Rentals, Water Supply ETC)

Coordination

• To coordinate with Finance on timely payment to all vendors/suppliers ( Cable Subscription , Internet Service Provider, Water Provider)
• To coordinate with Water company to ensure that water is being supplied to all facilities as per agreed upon timetable with support of the Admin Assistant
• To coordinate with garbage disposal company to ensure that garbage is picked up on time
• To coordinate with landlords of properties and appraise them of any structural maintenance work that they are required to undertake
• To coordinate with Maintenance Team  for ATC clearance of all major service providers / vendors that handle utilities

Other Responsibilities

• Coordinate with field offices  and HR Officer on preparation of staff IDs
• To over see  management of travels  for both National and International with support of the travel Assistant
• To facilitate / support the  HR Officer in day-to-day affairs to ease out the management of workload in the Maiduguri office

Qualifications

• Bachelors degree in Administration , Law or Humanities  or equivalent HND in a closely related discipline
• At least 2 years of experience in a similar role
• Systematic and good administrative skills
• Strong organizational, interpersonal, and communication skills
• Strong computer skills, Windows, MS office programs, internet/email
• A team builder with excellent people skills; culturally sensitive and have the ability and interest to identify and work with a multi-cultural team
• Fluent in spoken and written English
• Excellent  report writing and staff management skills
• Ability to remain calm in a high pressure environment amidst workload

Key Working Relationships:

• Position Reports to:  HR Manager
• Position directly supervises:  
• Indirect Reporting: 

Standards for Professional Conduct:

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation     

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, le Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et fait respecter les politiques sur la protection des bénéficiaires contre l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les lieux de travail, l’intégrité financière, et les représailles.