Administrative Officer
Oversee office administration and support logistics.
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Overview
Oversee office administration and support logistics.
You have:
- At least 3 years of progressively responsible professional experience as Administrative Officer
- Previous experience in INGO or Humanitarian Sector
- Fluency in English is required, while Arabic is desired
Job Description
Fluency in English & Arabic Required.
The IRC began planning to reopen an oPt country program in mid-2022 and launched an emergency response in Gaza in October 2023. The organization is currently supporting a network of local partners in both Gaza and the West Bank to sustain critical health, protection, food security, cash, education, and early childhood development interventions. The IRC is also deploying emergency medical teams to provide surge clinical capacity in hospitals and other health facilities.
The IRC is working to scale its emergency response while building a longer-term oPt country program in parallel. This effort is being jointly managed by the Emergencies and Humanitarian Action Unit (EHAU) and the Middle East and North Africa (MENA) region, with a view to eventually transition the country program fully under the MENA region.
Job Overview/Summary
The Admin officer will be responsible to ensure that appropriate facilities for offices, storage and accommodation are rented and are equipped with necessary furniture and equipment all times, including required supplier and maintenance follow up and office aesthetics. They will also support logistics to oversee the IT and Assets functions within the organization.
Responsibilities:
Support Assets & Property Management
• Support implementing IRC standard of asset & property management policies & procedures.
• Support Maintain & update Asset Registers, including acquisitions, maintenance management, transfers.
• Coordination with field offices for Master asset reports and updating them on regular basis.
• Prepare the equipment, property and furniture inventory of the oPt offices, support and ensure that all fields offices to keep it updates in monthly basis.
Logistics and Facilities Management
• Ensure all Premises lease is well managed, track and renewed on time. Inform Procurement for any contract near to expiration.
• Ensure and prepare support documents and process all payment in monthly basis on time for rental of premises.
• Supporting office supply restock and inventory management of kitchen supplies, inform procurement when there is depleting stock levels.
Administration and Office Services Management
• Legal correspondence with authorities, letters typing, making phone bookings with government bodies under supervision of DDO and Program Manager.
• Supporting IRC Representative on government affairs including approvals for meetings and workshops …etc
• Manage internal meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.
• Receive, register, advise, direct and monitor internal and external visitors.
• Office maintenance and its amenities are needed for users and guests, supervising cleaners and facility management in conducting maintenance works.
• Ensure that all necessary equipment and material is in place during meetings and conferences.
• When required, support and manage room allocations to permanent and visiting internal staff. Including local travel and crossing travel for expatriate arrangement.
• Manage the hotel bookings when requested
• Maintain tracker for taxi usage for cross checking with invoices
• Monitor the consumption of the cleaning materials and re-order in coordination with the supervisor.
• Ensure toilets, urinals, hand basins, sinks, baths, showers and drinking fountains are clean.
• Providing regular written reports on the status of equipment and supplies
• Perform and document routine inspections and maintenance activities
• Act as the focal point for landlord formalities and communication, in coordination with the SCC
• Follow up on payments related to facilities including common charges and utility bills in coordination with the Supply Chain team.
• Support on event planning and service delivery for IRC and partners activities.
• Work with the Finance Officer on compiling invoices related to operations expenditures and administration and making sure charges are booked.
• Handle petty cash related to operations support including running cost for the office.
• Support the planning and organization of conferences and meetings as needed.
Key Working Relationships:
Position Reports to: Supply Chain Coordinator
Other Internal and/or external contacts: Regular relationships with program staff, Operations staff and country Supply Chain staff at all levels.
Internal: All program sectors coordinators and managers.
External: Vendors and Services providers.
Required Experience/qualification/Skills:
• At least 3 years of progressively responsible professional experience as Administrative Officer
• Previous experience in INGO or Humanitarian Sector
Demonstrated Skills and Competencies:
• A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct.
• Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development
• Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
• Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
• Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.
• Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity.
• Curiosity, a desire to continually learn and develop and a sense of humor is a must.
• Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.
Language/Travel:
• English is required, while Arabic is desired.
• Travel: 15 % as well as attending workshops and meetings as needed.
Qualifications
Potential interview questions
| Can you describe a time when you successfully managed a difficult administrative task? | This question seeks to understand how you handle complex situations responsibly. | Provide a specific example that showcases your problem-solving and organizational skills. |
| How do you prioritize tasks when managing multiple responsibilities? | Interviewers want to know your approach to time management and prioritization. | Pro members can see the explanation. |
| Describe how you handle conflicts with team members or external partners. | Pro members can see the explanation. | Pro members can see the explanation. |
Added 1 year ago
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Updated 1 year ago
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Source:
rescue.org
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