Administrative Assistant

Admin

Overview

Provide efficient and effective day-to-day office management support.

You have:

• University Studies/ Higher Education in Human Resources, Business Administration, Public Administration or any other related course.
• 2 years of experience in a 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.

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 disasters, 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 Finance and Admin Manager_OTL to provide efficient and effective day-to-day office management support for the OTL offices in BAY State.

This role entails overseeing various administrative tasks, ensuring smooth operations of administrative activities in the OTL offices, and supporting the OTL Staff (IRC and Partners staff) including visitors, stakeholders, partners, and donors.

Key Responsibilities:

Office Administration Management:

- Track and Monitor IRC (OTL) Office administration and maintenance. - Ensure that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repairs, internet, and other communications functions in the offices. - Ensure proper use and functionality of office equipment. - Regular Supervision of front office, office janitors, cleaners, and casuals in the office. - Track and Monitor, Bills and subscriptions and ensure timely payment. - Processing of electricity bills for IRC (OTL) Offices. - Maintain and manage IRC (OTL) office, 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. - Assist in organizing and coordinating meetings, workshops, and other IRC (OTL) events. - Travel and Accommodation Management - Track and monitor IRC (OTL) office administration and maintenance needs. - Ensure all IRC and partners' travel requests are attended to in due time. - Hotel bookings and reservations for IRC and Partners Staff after receipt of approved/filled Travel Authorizations Forms (TAFs) - Ensure that all hotel bookings are made in writing and copies of booking/accompanying TAFs are available in the Admin office for record/tracking purposes. - Processing and reconciliation of accommodation and hotel bookings-related payments by COB every Friday. - Daily accommodation tracking and update to the Security team, and transport/Supply Chain team, copying the HR Manager and Finance and Admin. Manager.

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. - Support the Finance and Admin Manager in maintaining Advance Requests, Reimbursement, petty cash, and Office maintenance expense tracking. - Processing of payments and liquidations. - Perform other related duties as required by the supervisor.

Key Working Relationships:

- Position Reports to: Finance and Admin Manager_OTL Position directly supervises Cleaners, Cooks, and other Casual staff. - Indirect Reporting: None Other Internal and/or external contacts: - Internal: IRC and OTL Partners staff - External: UNHAS/WFP, Hotels, Travel and Visa agents, various Admin vendors etc.

Qualifications

- University Studies/ Higher Education in Human Resources, Business Administration, Public Administration or any other related course. - 2 year of experience in a 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

Working Environment:

The IRC is a team-work environment and requires a person who will work with colleagues from many cultural backgrounds, understand and contribute to the organization’s goals, work well as a member of a group/team, and respect the thoughts and opinions of others in the team.

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.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: rescue.org