Graduate Administrative Intern at International Rescue Committee (IRC)

Job Title: Administrative Intern

Location: Maiduguri, Borno

Scope of Work

• The position Admin intern is a key Staff Position in the IRC Country Office. The Admin intern is responsible for maintaining systems that support smooth operations of field-based programs. This position is based in Maiduguri field offices.

Major Responsibilities

• Assist the field in managing Accommodation (Guest Houses and Hotels) and VISAS
• 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 Coordinator 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.

Assist in Administration Management:

• Track and monitor all IRC offices and homes administration and maintenance
• 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.
• Assist in procurement and distribution of monthly airtime by 30 of each month for new month distribution.
• Track Timesheet and report to the HR/Admin Manager by 25 of each month.
• Assist in payment for Casual Staff’s.
• Assist in Raising PR for Office and GH Supplies.
• Other relevant duties as assigned (of a similar nature or related and in the interest of the organization)

Program Management, Technical Quality, and Strategy:

• Program Development
• Staff Performance Management, Learning & Development:
• Required for all positions with supervisory responsibility, if special considerations are needed (e.g. remote management), make this additive to the base language here.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.
• Adhere to and act in accordance with the IRC Global HR Policies and Procedures, and communicates through word and example a high standard of compliance with all applicable policies and regulations.

Key Working Relationships:

• Position Reports to: The Admin intern reports to the Admin/HR Assistant.
• Indirect/Technical Reporting: HR/Admin Officer
• Position directly Supervises: Admin Assistant
• Key Internal Contacts:
• Country Program
• Region/Global
• Key External Contacts.

Job Requirements
Education:

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

Work Experience:

• 1year of relevant professional experience in administration / human resources

Demonstrated Technical Skills:

• 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
• Good inter-personal and conflict resolution skills, able to work under pressure and manage personal stress
• Compassionate, self-motivated, enthusiastic, energetic
• Demonstrated Managerial/Leadership Competencies:
• Strong organizational and time management skills, team-player but also able to work independently
• Able to coach and support others.

Languages:

• Excellent verbal and written communication skills
• Computer/Other Tech Requirements:
• Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint. Add position-specific (e.g. accounting software, statistical software, etc.).

Work Envirnoment

• Security level orange. The situation in Maiduguri, Borno remains unpredictable; there is active conflict in many parts of the country and a possibility for further expansion of the conflict and violence into other areas and other states.

Benefits

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