Health Admin Officer at International Rescue Committee (IRC)

Job Overview/Summary

The Health Admin Officer will work closely with the health team and operational departments across intervention locations.  S/he will support health sector’s daily office procedures and ensure administrative activities run smoothly on a daily and long-term basis including office stock management٫ processing request for training/workshop٫ organizing sector’s records and providing administrative support to team members.

Major Responsibilities

• Establish an office data management tool capturing the administrative tasks for monitoring of expenditures, procurements as well as recruitments.
• Prepare procurement, spending plans and item forecast together with the health managers including items submission on INTEGRA and NON-PO generation.
• Raise purchase requests, payment requests and recruitment requests as directed by the health managers and coordinator.
• Follow up on PRSs raised with Supply Chain department throughout the procurement process and tracking of distribution activities within the sector including health sector supplies tracking.  
• Follow up on recruitment requests raised with Human Resources department throughout the recruitment process.
• Assist in preparation of trainings/workshops as directed by the health managers.
• Provide weekly tracking reports on all administrative tasks performed to the health coordinator and health managers.
• Manage correspondence (including letters٫ emails and packages)٫ arrange travels and accommodations
• Assist in any other task as requested from the line manager, which remains within the Office admin officer’s capacity.

Grants Management:

• Ensure procurement and spending plans are adhered to and updated as needed.
• Prepare weekly tracking reports in procurement and recruitment processes.
• Provide recommendations and interventions to correct any identified deviations that impact budget adherence.
• Prepare inputs for and participates in the monthly Budget versus Actuals meetings.

Key Working Relationships

• Position Reports to:  Health Coordinator
• Indirect/Technical Reporting:  Senior Health Managers and Health/RH Managers
• Position directly Supervises: none.

Key Internal Contacts:

• Country Program: Health program assistant, Nurses/midwives, health officers, Senior health promotion officer, senior capacity building officers, health/RH managers, M&E officer, HR team, supply chain and finance team.

Key External Contacts: 

• MOH, and other INGOs (e.g., possible collaborative partners), Community leaders and health facility management team.

Qualifications

Education:

• Degree in business administration or related business management degree.
• Additional qualifications in Office Administration are a plus

 Work Experience:

• Three years’ experience of working as Administrative Officer٫ Administrator or other similar position
• Significant experience of organizing office procedures.
• Experience with office management software like MS Office (MS Excel and MS Word, specifically)
• Strong organization skills with a problem-solving attitude
• Very good in time management and ability to work under pressure with high level of flexibility.
• Excellent written and verbal communication skills with close attention to detail.