Job Overview/Summary:
The Senior Administration Officer based in Katsina, will be responsible for assisting and deputizing the Administration Manager in overseeing administrative and support services for the Northwest region, with particular emphasis on office management, lease and facility management, travel logistics, compliance, and staff development. The Senior Officer shall ensure the effective implementation of administrative systems and procedures, in alignment with organizational goals.
This role ensures efficient management of office operations, facilities, and resources, and supports the field teams in achieving programmatic goals. The role also focuses on creating a user-friendly and conducive office environment for all staff.
Key Responsibilities:
Office Management and Administrative Support:
- Under the guidance of the Admin Manager, supervise all administrative functions in Katsina office.
- Ensure compliance with IRC policies and procedures.
- Implement administrative systems to enhance efficiency.
- Provide administrative support to field teams, including office needs assessments, budget, purchase requests and general office management.
- Coordinate with the Admin Manager and the wider Admin team to address any administrative challenges and provide solutions.
Lease and Facility Management:
- Liaise with the Admin Manager to supervise all lease agreements in Katsina. This includes facilitating activities related to negotiating, executing, and maintaining lease agreements to ensure that the organization's property needs are met efficiently and cost-effectively.
- Liaise with other departments to ensure leased properties are maintained in accordance with lease terms and organizational standards.
- Maintain accurate records of all lease agreements, including critical dates, payment schedules, and terms.
Travel Management:
- Manage travel logistics for staff, including hotel bookings, and other related payments in Katsina and other Northwest locations if the need warrants.
- Reconcile travel expenses between IRC and service providers and ensure timely payment processing.
Reporting, Compliance and Documentation:
- Prepare and submit regular reports to the Admin Manager.
- Maintain accurate records of all administrative activities and transactions and ensure proper documentation of official communications, reports, and other relevant documents in Katsina.
- Ensure all administrative activities are compliant with local laws and IRC policies.
Staff Training and Development:
- Train and mentor administrative staff to build capacity and improve performance.
- Conduct regular training sessions on IRC administrative policies and procedures.
Financial Administration:
- Maintaining petty cash and expense tracking for Katsina office.
- Assist in the preparation of budgets and purchase requests.
- Assist in processing payments and liquidations.
Key Working Relationships:
Position Reports to: Admin Manager
Position directly supervises: Casual staff, interns, cleaners and Cook
Other Internal and/or external contacts:
Internal: IRC staff
External: Partner organizations, Hotels, government ministries etc.
Qualifications
- Bachelor’s degree in business or public administration, Management, social sciences or a related field.
- Master’s degree in a similar field an advantage
- Minimum of 4 years of experience in administrative management, preferably in a humanitarian or development setting. Holding similar role or equivalent preferable.
- Strong understanding of administrative systems and procedures.
- Excellent organizational and multitasking skills.
- Proficient in Microsoft Office Suite.
- Strong 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 and may provide remote support in the NW region.
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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
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