Administrative Officer at International Rescue Committee (IRC)

Job Overview/Summary:

Based in Gusau, Zamfara State, the Admin Officer will support the Administration Manager in overseeing the administrative operations for IRC in Zamfara. The Admin Officer will focus on managing day-to-day office activities, ensuring efficient coordination of travel and logistics, maintaining documentation, and providing general support to ensure the smooth running of administrative processes. This role contributes to creating a productive work environment and supports the field teams in meeting program objectives.

Key Responsibilities:

Office Administration and Support:

• Assist in managing office operations in the Gusau office, including office maintenance, supplies, and logistics.
• Support the implementation of administrative policies and procedures.
• Provide administrative support to field teams, including purchase requests, managing office needs assessments, and other general tasks.
• Assist in maintaining an efficient filing system for all administrative documents.

Lease and Facility Coordination:

• Assist in overseeing lease agreements, including maintaining accurate records of lease terms, payment schedules, and lease renewals.
• Support in liaising with other departments to ensure leased properties are in compliance lease terms and IRC Standards.
• Travel and Logistics Support:
• Provide travel and logistics support for staff, including arranging hotel bookings and processing travel-related payments.
• Reconcile travel expenses and ensure that payments to service providers are made promptly.

Documentation and Compliance:

• Maintain up-to-date records of administrative activities, including reports, official communications, and transaction documentation.
• Ensure compliance with local regulations and IRC’s administrative policies.
• Assist the Admin Manager in preparing and submitting regular reports.

Financial Support:

• Assist in maintaining petty cash and monitoring expenses for administrative activities.
• Support in processing payments, purchase requests, and budget preparations.

Key Working Relationships:

• Reports to: Administration Manager
• Internal Contacts: IRC staff, field teams
• External Contacts: Partner organizations, hotels, government ministries, etc.

Qualifications

• Bachelor’s degree in public or business administration, management, social sciences or a related field.
• Minimum of 3 years of experience in an administrative role, preferably in a humanitarian or development setting.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Knowledge of local languages and context in Katsina and Zamfara is an advantage.

Working Conditions:

• The position is based in Gusau, Zamfara State, Northwest of Nigeria