Administrative Officer – Global Operations & Facilities Department – Office of Corporate Services at International Fertilizer Development Center (IFDC)

Responsibilities

Administrative and Facilities:

• Serve as the first point of contact for IFDC office: oversee guests, manage and direct office mailing and communication;
• Attest routine maintenance of the office facility and ensure the office meets the required security and health standard;
• Plan and execute regular and emerging office meetings and events and coordinate the office administrative errands;
• Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate departments (Finance, HR, IT, etc.);
• Work closely with HR team to prepare for and be ready to promptly respond to emergent situations;
• Support in the onboarding process for new admin staff;
• Arrange and coordinate in-house and off-site conferences, retreats and other official staff events;
• Support the Country Director in the coordination of staff meetings;
• Manage the receipt of all procured goods within the country and verify that they meet the specifications outlined by the requester;
• Control and manage IFDC equipment, (disposal, inventory and manage fleet of vehicles);
• Monitor the administration and management of service provider contracts and management of office supplies;
• Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors;

Staff Travel:

• Coordinate the stay and visit of office visitors to ensure they are well taken care of before and during their visit;
• Arrange travel and hotel reservations, purchase flight tickets, for project staff on official trips and project activities;
• Handle staff Insurance (Health insurance and Group life/Group Accident Insurances);
• Coordinate and assist in the logistics arrangements for local and international travel documentation such as visas, passports, accommodation, bus/vehicle hires etc;
• Contribute to ongoing improvement of travel policy and processes;
• Work in tandem with AdTrav travel agency to support travel arrangements for IFDC employees and guests. Administer IFDC’s internal travel approval process and act as a liaison for the coordination of travel with travel agent and employee.

Compliance and Registration:

• Ensure that IFDC office remains compliant and maintains the necessary registrations and licenses with regulatory bodies, country permits and the government;
• Work closely with the appointed immigration consultant/staff to manage other Country Nationals visa and work permit processes in addition to keeping record of staff visa and work permits timelines and renewal dates;
• Provide periodic administration reports or as per the need to the Country Director;
• Perform any other duties deemed necessary and requested by the supervisors.

Other Responsibilities:

• Supervise all the IFDC Drivers and Administration Assistants (if any).

Requirements

• Bachelor's degree in business administration, business management, administration, supply chain management or any other related field and flair for detail;
• A certification in office administration is a plus;
• Over 7 years practical experience in office management or similar post in the NGO sector;
• Strong computer skills with experience in MS office software, and communication tools (e.g teams, zoom);
• Proficiency in English, both in verbal and written communication;
• Ability to communicate in French, as a second language, would be a definite advantage;
• Ability to work independently under pressure and meet tight deadlines;
• Ability to work in a multidisciplinary and international environment;
• Strong interpersonal skills, teamwork skills with ability to maintain effective work relationships;
• Great organizational skills and attention to detail in operationalization of administrative tasks;
• Strong sense of integrity and personal commitment to the achievement of goals.