Administrative Assistant at International Rescue Committee (IRC)

Location: Maiduguri, Borno

Scope of Work

• The administration (Administrative Assistant) is a key Staff Position in the IRC Country Office. The Admin/HR Assist is responsible for maintaining systems that support smooth operations of field-based programs. This position is based in Maiduguri field offices.
• The Admin /HR Assistant reports to the Admin/HR Officer.

Responsibilities
Assist the field in managing Hotels and VISAS:

• Arrangement of hotels 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 of hotels bookings related payments by COB every Friday.
• To prepare information packages for participants at CTactivities and calculate all subsistence allowances.
• To complete all Staff Visa application forms, gather all required documents and prepare for processing with support from the Admin/HR Officer.

Assure staff filing and administration:

• Assure staff timesheets submission and filing
• Track and monitor staff leaves, sick leaves and absences
• Assure the maintenance and updating of individual files
• Assure that all required administrative formalities are respected (staff contract registration, social security registration, medical insurance registration, etc.)
• Debrief exiting employees and complete end-of-assignment procedures.

 Assist in Administration Management:

• Track and monitor all IRC offices and homes administration and maintenance.
• Manage rental agreements for offices and housing.
• Monitor renewal and termination of contracts and payments with suppliers, service providers, and lessors and assure that all are done on time.
• Track Rental agreements for offices and housing and submit to the senior Admin/HR Manager Monthly
• Assure that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, internet and other communications functions in the field office.
• Assure proper use and functionality of office equipment.
• Maintain proper records of all correspondence.
• Track and monitor subscriptions and monthly telephone and Internet communications, and assure that all are paid on time.
• Assist in procurement and distribution of monthly airtime by 30 of each month.
• Assist the field office ADM/HR Lead on travel documents processes (visa, ticket, etc.)
• Track Timesheet and report to the HR/Admin Manager by 25 of each month.
• Assist in payment for Casual Staff’s.
• Other relevant duties as assigned (of a similar nature or related and in the interest of the organization)

Requirements

• University degree in a relevant field.
• Human resources or administrative qualifications desirable

Experience:

• 1 year of relevant professional experience in administration / human resources
• Previous experience working with an international NGO in a cross-cultural setting, preferably in the HR sector
• Previous team experience and knowledge of team dynamics desirable

Skills:

• Good inter-personal and conflict resolution skills, able to work under pressure and manage personal stress
• Strong organizational and time management skills, team-player but also able to work independently
• Able to coach and support others
• Excellent verbal and written communication skills
• Compassionate, self-motivated, enthusiastic, energetic
• Able to cope with basic living conditions during field trips

Success Factors:

• The successful candidate will combine good understanding of HR and Admin, and a can-do attitude. Ideally he/she will have previous experience in working in large-scale emergency programs in insecure and conflict-affected contexts.

Benefits
Monthly salary, 13Month Salary Inclusive, Health Insurance Coverage for Family, Pension, Creche Facilities available for Women with babies under 24 Months.