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  • Posted: Sep 17, 2021
    Deadline: Not specified
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    The International Rescue Committee (IRC) is a global humanitarian aid, relief and development nongovernmental organization. Founded in 1933 at the request of Albert Einstein, the IRC offers emergency aid and long-term assistance to refugees and those displaced by war, persecution or natural disaster. The IRC is currently working in over 40 countries and 22 U...
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    HR / Admin Assistant

    Requisition: req20147
    Sector: Human Resources
    Employment Category: Regular
    Employment Type: Full-Time
    Open to Expatriates: No

    Scope of Work

    • The Administrative Assistant will assist the Admin Manager in the day-to-day administrative requirements, functions and general office management of IRC offices.

    Responsibilities
    Administration:

    • Ensure timely support of the management of agreements for offices and housing
    • Maintain proper records of all correspondence.
    • Receive visitors and attend to their enquiries. This would include giving non-confidential information to visitors, employees and others within the IRC premises with regards to the IRC’s activities in Abuja and North-Eastern Nigeria.
    • Assist the Admin and Logistic team in facilitating arrivals and departures of staff and visitors from and back to Abuja.
    • Communication Cards/Pack: Manage the timely purchase and distribution of recharge cards for staff and organize communication packs (phone and modem) for incoming visitors.
    • Support the Travel Officer in processing payment of travel (flights and accommodation) expenses.
    • Focal person for Collation and Printing of IRC Employee Identity Card.
    • Ensure that all facilities are functioning well, including office supplies, electricity, maintenance and repair, internet and other communications functions. This includes daily routine checks of lights out and switching off of appliances after the close of business.
    • In line with IRC policies, assist the Admin Manager in maintaining an appropriate filing system for Administrative documents and ensure hard and electronic files are kept up to date.
    • Assist with regular supervision of Cleaners and Cooks.

    Human Resources:

    • Support the HR Officer in Identifying staffing and  Internship  needs in the Abuja office
    • Support the HR Team in setting up Abuja based recruitment for field positions, office and guest house assistants, cooks and cleaners. Includes preparing required documents, advertising the position, tracking open positions and organizing the interview process.
    • Support the HR Officer in an opening  email address, enrolling staff in  insurance as relevant, completing and maintaining personnel files in the Abuja office 
    • Support the HR Team in tracking timesheets, accrued time off, use of vacation, R&R and sick days.
    • Debrief outgoing employees and complete end-of-assignment procedures.

    N.B: This job description can be modified at any time according to changes in the IRC activities or in the context.

    Qualifications

    • Education: Bachelor's Degree or equivalent in a relevant field
    • Admin/Logistics qualifications highly desirable 
    • Work Experience: Approximately 2-3 years of relevant experience  

    Demonstrated Skills and Competencies:

    • Professional Administration experience preferably with an INGO.
    • Strong sense of personal integrity.
    • Attention to detail.

    Additional Qualities:

    • The ability to multitask, ability to handle pressure well, ability to improvise, flexibility, cultural and environmental sensitivity.
    • Teamwork skills.
    • Able to maintain strict confidentiality
    • Working knowledge of various MS applications (Word, Excel, PowerPoint, Outlook and Access) and standard windows applications

    Language Skills:

    • Fluent in English with excellent verbal and written communications skills.

    Working Environment

    • The IRC is a teamwork environment and requires a person who will work with colleagues from many cultural backgrounds, understand and contribute to the organization’s goals, work well as a member of a group/team, and respect the thoughts and opinions of others in the team.

    Work Reports:

    • Position Reports to: Admin Manager
    • Other Internal and/or external contacts.
    • Internal:  HR Officer, Admin Officer, Supply Chain and Finance Staff
    • External: none.

    Method of Application

    Note

    • The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. 
    • These are Integrity, Service, and Accountability. 
    • In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
    Interested and qualified? Go to International Rescue Committee (IRC) on rescue.csod.com to apply

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