Admin Assistant - Abuja

Work Arrangement: In-person

Job Description

Background/IRC Summary: The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation and post-conflict reconstruction support to victims of natural disaster, oppression and violent conflict in 42 countries. The IRC is committed to bold leadership, innovation and creative partnerships. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.

IRC entered Nigeria in October 2012 in response to a widespread flood disaster. IRC’s Emergency Response Team, with local partner CISCOPE (Civil Society Coalition for Poverty Eradication), implemented a project to support livelihoods and improve WASH in Kogi State from February to May 2013. This was followed by a 3-month nutrition and food security program in the same location from October 2013 to January 2014. The IRC is now in the process of establishing long term presence in Nigeria. An office has been established in Adamawa State, Northeast Nigeria and are providing critical humanitarian assistance to conflict affected people.

Job Overview/Summary:

The Admin Assistant will work under the supervision of the Admin Officer to provide efficient and effective day-to-day office management support for the Abuja office.

This role entails overseeing various administrative tasks, ensuring smooth operations of administrative activities in the Abuja office, and supporting the IRC staff including visitors, stakeholders, partners, and donors.

Key Responsibilities:

Office Management and Administrative Support:

- Maintain and manage IRC offices, ensuring a clean, organized, and conducive working environment, and in accordance with relevant SOPs. - Coordinate office supplies procurement and maintain inventory control. - Report to maintenance team or procurement team on any repairs or equipment servicing. - Supervise the front office and office janitors. - Assist in organizing and coordinating meetings, workshops, and other IRC events in the Abuja.

Documentation and Records Management:

- Maintain an efficient filing system for both physical and electronic records. - Ensure proper documentation of official communications, reports, and other relevant documents.

Financial Administration:

- Support the Admin Officer in maintaining petty cash and expense tracking. - Assist in the preparation of financial reports and budgets. - Assist in processing payments and liquidations.

Key Working Relationships:

Position Reports to: Admin Officer Position directly supervises: Cleaners, Cooks and other Casual staff.

Indirect Reporting: None Other Internal and/or external contacts:

Internal: IRC staff

External: UNHAS/WFP, Hotels, Travel and Visa agents, various Admin vendors etc.

Qualifications

- University Studies/ Higher Education in Human Resources, Business Administration, or any other related course. - 1 year of experience in similar position. - Previous NGO experience will be an added advantage. - Strong organizational, interpersonal, and communication skills. - Strong written and oral English communications skills - Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook - Ability to present information effectively; experience providing training and staff development a plus - Strong skills in collaboration with multi-cultural and diverse teams - Commitment to consistently improving and developing innovative solutions in response to HR/organizational Country Program challenges.

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

Standards for Professional Conduct:

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.