Administration Manager

Manage administrative services for IRC offices

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IRC - The International Rescue Committee

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Mogadishu (Somalia)

Admin

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Overview

Manage administrative services for IRC offices

You have:

Bachelor’s degree in business administration or relevant field
At least 5 years continuous practice in a similar position, with at least 3 in a supervisory position
Fluency in Somali and English
Excellent competency with MS Office Suite
Similar experience with an INGO will be an added advantage
Demonstrated general knowledge of the national labour laws
Experience working in a conflict/post-conflict environment is an added advantage

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Details

Job Description

Under the supervision of the Deputy Director-Operations, collaborating field leadership and administration focal points in respective offices, the Administration Manager is responsible in ensuring the efficient and effective management of administrative services of IRC offices. He/she serves as the focal person for all administration related matters. He/she will supervise and provide the technical support to all admin staff.

Key Responsibilities:

General Administration

- Assist the heads of office in the implementation of administrative systems and procedures in their respective offices. Update office and staff administrative procedures as necessary. - Serve as focal point for government liaison on visa, tax clearance certificates, work permits, agency registration and other related government requirements. - Serve as liaison between administration functions and other sector leads as well as supporting any HQ-related administration initiatives. Provide input into Operating Budget to assure that administrative costs are covered adequately. - Travel as needed to provide technical support to field offices and ensure compliance with policies and practices. - Coordinate administrative team on the office/guest house waste management services providers. - Ensures timely processing of all administrative payment (rents, utilities, security, NGO Consortium, etc.); update and maintain all lease and service contracts. - In collaboration with Supply Chain, ensure efficient and effective management of office supplies and consumables; monitor consumption, timely replenishment and regular reporting. - Plan and conduct sensitization sessions for any administration awareness as needed. - Other duties as assigned.

Travel, Transportation Support

- Prepare timely travel support, visa and work permit requests to Ministry of Interior (MOI). Prepare and manage government-required and Re-Entry Applications for eligible passport holders. - Track visa and work permit information and expiry dates. Update any changes regarding visa and work permit applications processes. Support regular updates to the visitor pre-arrival briefing document. - In collaboration with the office in Nairobi, assist in the organization of, and support for, any external visits to the country program, including timely arrangements on accommodation, airport pick up/drop off. - In coordination with the security team and field leadership, oversee the process for the receiving of visitors including the reception areas, receptionist, visitors lounge, visitor tags. - Collaborate with Supply Chain on authorized travel agencies, local transportation support and other travel/movement-related vendors. Track service provider performance and advise accordingly.

Facilities Management

- Ensure IRC facilities are managed according to IRC Standard Operating Procedures, including offices, guest houses and permanent staff residences. - In collaboration with field leadership, provide technical leadership to facilities staff, such as cleaners, guards, cooks and maintenance staff. - Continue efforts regarding environmentally sound (“green”) policies, practices at all IRC facilities. - Review and provide feedback to field leadership regarding adequacy of space requirements and identify appropriate office and staff housing facilities as needed and requested. - Ensure IRC facilities are equipped with firefighting equipment’s and first-aid kits and are replaced and updated before their expiry dates. - Manage and control the payment of utility bills for IRC facilities. Continue efforts regarding cost efficiency and maintain good relationships with utility suppliers and maintenance support.

Qualifications

- Bachelor’s degree in business administration or relevant field - At least 5 years continuous practice in a similar position, with at least 3 in a supervisory position - Similar experience with an INGO will be an added advantage - Knowledge - Demonstrated general knowledge of the national labour laws - Fluency in Somali and English - Excellent competency with MS Office Suite - Knowledge of IRC will be an added advantage

Demonstrated Ability to:

- Work independently as well as collectively - Work within tight deadlines and under pressure - Work within a multicultural, multi-ethnic environment - Multitask and prioritize effectively - Exercise flexibility and adaptability - Work in a conflict/post-conflict environment is an added advantage

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 enforces 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.

Diversity and Inclusion

at IRC, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, physical or mental ability, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.

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Potential interview questions

Can you explain how you have handled administrative changes in your previous roles?	This question assesses your adaptability and management skills in administrative settings.	Provide specific examples of how you implemented changes and ensured smooth transitions.
How do you manage multiple priorities in a fast-paced environment?	The interviewer seeks to understand your multitasking and prioritization skills.	Pro members can see the explanation.
Describe a time when you had to collaborate with a diverse team. What challenges did you face?	Pro members can see the explanation.	Pro members can see the explanation.