Administration Assistant

Job Description

Over 80 years ago, Albert Einstein helped create the International Rescue Committee (IRC). Today, we are a leading humanitarian and development organization working in more than 40 countries and 26 U.S. cities to help people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. The IRC has been present in Liberia since 1996, serving as a lead partner in the health sector. The country program supports the Ministry of Health (MOH) in strengthening the health care systems and service delivery at all levels in accordance with the MOH national standards.

In recent years, IRC Liberia has deepened its commitment to supporting the Government of Liberia to strengthen its health recovery efforts - first from the devastating civil war, the Ebola crisis, and now the COVID-19 Outbreak. The Scaling Up Community Health Activities Project presents an opportunity to improve health services in hard-to-reach communities and the rebuilding of health systems in Liberia.

Job Overview

The IRC is running a four-year cooperative agreement with USAID Community Health Activity work in Lofa, Bong, River Gee, and Grand Kru to assist in the decentralization process and ensure that county and community-level systems are equipped to deliver high-quality community-based services in line with crucial MOH strategies. This project will strengthen the Liberian community health system to provide health care services in hard-to-reach areas while supporting sustainable country ownership of community-based health services through technical assistance and capacity building of the Ministry of Health (MOH)/County Health Teams (CHTs). This project will increase service providers’ coverage in underserved districts and improve their capacity to deliver quality health services. It will also strengthen CHTs and communities’ capacity to plan, manage and monitor health services. In addition, the project will work directly with County and District Health Teams and at the community level, providing them with the technical and operational capacity to play a vital role in service delivery.

Key Responsibilities

Under the direct supervision of the Operations Coordinator, the administrative assistant will work with the Human Resources and Payroll Manager and the Office Manager to deliver critical administrative activities for the country office that impacts the CHA Project. The Administrative Assistant will also work with the Operations Coordination on the critical Office Closeout activities.

- Organize and schedule appointments with guests for the office. - Assist in all aspects of travel management for Monrovia-based and Liberia country offices, including expatriate visas, work permits, and airport pickups/drop-offs. - Write and distribute emails to staff as required by smt members. - Support HR with staff Time Sheets management – Track and share timesheet templates with all staff and engage staff to submit monthly timesheets via the timesheet folder in the Liberia Master Folder on Box. - Work with procurement on hotels/lodging reservations for traveling and visiting staff. - Create and share internal meeting invites and minutes with staff as required. - Support with the office documents registration processes - Develop and maintain a filing system for administrative documents. - Work with the Operations Coordinator on the office closeout admin activities - Perform other duties as required by the supervisor.

Administrative Assistant Competency Matrix

The Administrative Assistant Competency matrix is the primary supporting document to this job description and must ensure that all tasks are performed to standard.

Key Working Relationships

Position directly supervises: None.

Other Internal and external contacts

Internal: Regular relationships with Project staff, HR, Finance, Grants, Information systems, Technology, and staff at all levels.

External: Vendors, Service Providers, Implementing Partners, GOL - Ministry of Health (MOH) as requested by the project leadership.

Qualifications

Education

- Diploma or equivalent in Business Administration or a related field. BSC/BBA is an added advantage.

Work Experience

- 2-3 years of work experience in NGO settings, operations, and projects.

Demonstrated Skills and Competencies

- Strong professional with a minimum 2-year track record in achieving standout results related to travel and transport. - Ability to write narrative and analytical spreadsheet reports. - Proven computer literacy in MS Word, MS Excel, or related programs required. - Experience working with NGOs, international organizations, or private businesses in achieving results related to travel and transport. - Excellent written and communication skills. - Spoken and written fluency in English desired - Ability to work under pressure and meet deadlines. - Systems-oriented individual - Willingness to put in extra hours in emergencies. - Willingness to travel to the field.

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and implements policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons, and several others.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

IRC is an Equal Opportunity Employer. IRC considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.