Administration Assistant

Job Description

BACKGROUND: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just an implementing small projects to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Aldalea. Currently IRC Yemen is operating in eight governorates in the south and north of Yemen and Sana’a and Hodeidah in the North through direct programming and through local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.

SCOPE OF WORK****: IRC is seeking a dynamic Administration Assistant to assist HR & Administration officer(s) in day-to-day tasks and on delegation backstopping cover tasks of Admin & HR Officer.

JOB SUMMARY****: Under supervision of Roving HR & Admin Manager. The Administration Assistant supports in tasks including Visa submission, office Administration duties, casual contracting, hotel booking visas and travel support.

WORKING RELATIONS****:

- Regular & open communication on day-to-day tasks with Admin Officer & Roving HR & Admin Manager.

- Communication with international expats on visas processes and all staff on day-to-day Admin requests.

- Work closely with Admin Officer to be able to cover Admin visas tasks during leaves.

MAIN RESPONSIBILITIES:

International staff visas:

· Responsible for visa application processes including translation, printing of supporting documents and submission to external governmental stakeholders (MOPIC, MOSAL & Immigration Authority)

· Facilitate printing of single-entry visas, exit reentry visas, final exit visa, national security registration and residencies at immigration authority after confirmation from requesting party.

· Collaborate closely with MOSAL to acquire work permits for international expatriates for one year providing them with all relevant required supporting documents.

· Assist in coordination of Airport pickups with fleet & transportation sector in Supply Chain.

· Responsible for facilitating guesthouse accommodation by allocating rooms for international staff.

· Coordinate/Facilitate medical checks for residency and PCR tests for travel for international staff.

· Ensure accurate payments are made to governmental stakeholders against obtained invoice & service provided.

· Assist in liquidation of visa expenses cash advances with finance attaching invoices and supporting documents.

· On delegation, support & assist with: All visas’ processes and communication for international staff.

Airtime management:

· Responsible for phones/smartphones distribution to staff according to the Airtime policy.

· In charge of allocating SIM cards from providers, updating airtime allocation for staff and following up on any connectivity concerns.

· Update airtime tracker and communicate it to supervisor for the monthly payment.

Hotel accommodations & Admin payments:

· Focal point of hotel accommodations for national staff in Aden in compliance of booking policy.

· Responsible for updating hotel payments tracker on monthly basis.

· Responsible for all Admin payments including YemenHR advertisement and hotel payments on monthly basis while commercial flights and operations casual payments raised when required.

Casual contracts:

· Custodian of casual processes including reviewing casual request form, contract preparation and tracking after receiving approved requests with all supporting documents.

· Responsible for updating casual requests tracker to ensure casuals do not exceed 4 months of service.

· Process Anti-Terrorism background checks for casual contractors for all programs and operations.

· Responsible for proper filing and documentation of casual contracts.

Office Administration:

· Support country program in raising Purchase Requests upon request for goods for office and guest house use.

· Communicate proactively with Supply chain department during raising PRs for guidance on procurement processes and sources of goods.

· Follow up with supply chain till the goods of the PRs are received to the warehouse and raise the store release for distribution.

· Handle stationary procurement and tracking consumption of stationary stock and raise the Purchase Requests when required to refill the stock.

· Facilitate printing and distributing IRC identity cards upon on boarding of new staff.

· Assist in visibility materials distribution to new staff during monthly orientation sessions & proper tracking.

· Assist in preparing store release for all Admin purchases from the warehouse to the office for distribution.

· Any other related Admin or HR duties as per requested by supervisor.

Qualifications

REQUIREMENTS: (Qualifications, Skills, and Abilities)

A. Education: Relevant university degree preferably in Business Administration, Business English, Law, Human Resources,

B. Experience:

· 1 year experience in Admin (at least 6 months or above in visas or government liaison at INGO in Aden)

· General knowledge or exposure to Human Resources, Administration, and regular day to day office tasks.

· Knowledge and good skills with computer; MS office, internet/emails, standard spreadsheet excel databases.

C. Skills and Abilities:

· Very good written and verbal skills in both English and Arabic language.

· Ability to carry out responsibilities independently with minimal technical support.

· Good interpersonal skills that function across a diversity of multi cultures work environment.

· Good facilitator, standout colleague with flexible attitude in solving problems.

· Excellent interpersonal and time management communication skills, both verbal and written.

· Excellent people skills, culturally sensitive with the ability & interest to work in a multi-cultural team.

· Strong digital literacy: e.g., Windows, MS office programs, word, excel, internet/email.

· Careful of details in document preparation and drafting.

D. Proficiencies:

- Active listening and effective communication. - Critical thinking and problem solving. - Professionalism and work ethic. - Receptive and Resilient. - Positive Interpersonal interactions

Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Accountability and Equity. 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 Anti-Retaliation and Combating Trafficking in Persons.