Office Administration Coordinator at Norwegian Refugee Council (NRC)

Responsibilities

Below is a summary of the role. Please download the Job Description for further details.

Generic Responsibilities:

• Ensure the smooth functioning of office, including overseeing administrative services such as office supplies, utilities, and maintenance of office equipment and facilities.
• Develop, implement, and monitor adherence to organizational administrative policies and procedures to ensure compliance with local regulations and internal standards
• Manage travel arrangements for staff, including booking flights, accommodations, visas,
• Maintain accurate records and documentation, such as contracts, leases, correspondence, and other administrative files, while ensuring data protection and confidentiality
• Provide administrative support to staff and programs, including managing meeting schedules, organizing workshops and training sessions, and facilitating effective communication within the organization

Specific Responsibilities:

Documentation 

• Coordinate the preparation, issuance, and tracking of mission orders for staff travel
• Facilitate the processing of visas, work permits, and other immigration-related documentation to ensure compliance with host country regulations
• Create, update, and distribute comprehensive welcome packs and induction materials for new staff and visitors and ensure these materials provide essential information about the organization, office procedures, and local context
• Maintain and ensure timely renewal of all official documents, including organizational registration, operational authorizations. Liaise with legal service providers / immigration office to address documentation and compliance needs.
• Organize and oversee the reception, dispatch, and tracking of documents through commercial couriers and other services.
• Is responsible for production and distribution of staff ID Cards and business cards 

Office and Accommodation 

• Supervise staff assigned to office and residential premises, including cleaners and other support staff, ensuring timely completion of cleaning, maintenance, and other facility-related tasks.
• Oversee daily operations such as opening and closing the office, monitoring electricity, water, and gas usage, and ensuring timely payment of utility bills.
• Ensure the functionality, security, and regular maintenance of office equipment and furniture
• Manage lease agreements for all premises, including office spaces, residences, and warehouses, ensuring accurate preparation, timely renewals, and proper termination of contracts.
• Address rent-related matters and resolve issues with landlords, maintaining positive relationships and compliance with lease terms.
• Coordinate accommodation arrangements for visitors and staff, including booking rooms in residences or hotels, confirming reservations, and ensuring accurate billing processes.
• Ensure the availability of consumable and non-consumable supplies for offices and guest houses, including inventory management, procurement, and stock replenishment.
• Manage meeting room occupancy schedules, maintain furniture and equipment in good condition, and ensure the rooms are ready for use, including setting up necessary resources for meetings and events.

Travel 

• Arrange and monitor timely airport pickups and drop-offs for staff and visitors, ensuring adherence to organizational procedures and security protocols
• Handle all aspects of transport and accommodation arrangements, including booking vehicles and lodging, confirming reservations, addressing any logistical issues, and ensuring compliance with established framework agreements and budgetary guidelines.

Communication 

• In charge of management of communication (phones) including asset management, usage and billing
• Management of prepaid credit for mobile phones 

Others 

• Organizing in-house meetings and venues for general events (welcoming, staff leaving, staff meeting) or creative services (team building etc)

Critical Interfaces

• Staff 
• Immigration Authorities / Embassies 
• Federal Authorities 
• Travel agencies 
• Estate agencies 
• Support functions : HR, Finance and Logistic Manager 

Qualifications

General Professional Skills:

• Minimum of 3 years' experience in office administration or management within a humanitarian context.
• Documented results related to the position’s responsibilities
• Knowledge about own leadership skills/profile 
• Fluency in English, both written and verbal

Context-Specific Knowledge and Skills:

• Proven experience in administrative management, documentation, and compliance with regulations
• Demonstrated experience working with Federal Authorities and Immigration Services in Nigeria.
• Skilled in facility and resource management, including leases, utilities, and inventory
• Expertise in travel and logistics coordination, ensuring efficient transport and accommodation arrangements.
• Proficiency in communication systems management and organizing in-house events and meetings.