Health Admin Officer

Work Arrangement:

Job Description

The International Rescue Committee 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, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

CONTEXTUAL BACKGROUND

The IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state. In February 2014 the IRC moved into Adamawa State in NE Nigeria to provide humanitarian interventions through a multi-sectoral, integrated approach for conflict affected populations. IRC Nigeria now operates a country office in Abuja and field offices in Mubi and Yola of Adamawa State, Maiduguri and Monguno of Borno state and Damatru of Yobe State including three states (Zamfara, Sokoto and Kastina) in the Northwest Nigeria. Currently, IRC Nigeria implements programs primary health care, nutrition, environmental health, women’s protection and empowerment, protection, child protection, education, food security & livelihoods

Job Overview/Summary

The Health Admin Officer will work closely with the health team and operational departments across intervention locations. S/he will support health sector’s daily office procedures and ensure administrative activities run smoothly on a daily and long-term basis including office stock management٫ processing request for training/workshop٫ organizing sector’s records and providing administrative support to team members.

Major Responsibilities

- Establish an office data management tool capturing the administrative tasks for monitoring of expenditures, procurements as well as recruitments. - Prepare procurement, spending plans and item forecast together with the health managers including items submission on INTEGRA and NON-PO generation. - Raise purchase requests, payment requests and recruitment requests as directed by the health managers and coordinator. - Follow up on PRSs raised with Supply Chain department throughout the procurement process and tracking of distribution activities within the sector including health sector supplies tracking. - Follow up on recruitment requests raised with Human Resources department throughout the recruitment process. - Assist in preparation of trainings/workshops as directed by the health managers. - Provide weekly tracking reports on all administrative tasks performed to the health coordinator and health managers. - Manage correspondence (including letters٫ emails and packages)٫ arrange travels and accommodations - Assist in any other task as requested from the line manager, which remains within the Office admin officer’s capacity.

Grants Management:

- Ensure procurement and spending plans are adhered to and updated as needed. - Prepare weekly tracking reports in procurement and recruitment processes. - Provide recommendations and interventions to correct any identified deviations that impact budget adherence. - Prepare inputs for and participates in the monthly Budget versus Actuals meetings.

Key Working Relationships

- Position Reports to: Health Coordinator - Indirect/Technical Reporting: Senior Health Managers and Health/RH Managers - Position directly Supervises: none.

Key Internal Contacts:

- Country Program: Health program assistant, Nurses/midwives, health officers, Senior health promotion officer, senior capacity building officers, health/RH managers, M&E officer, HR team, supply chain and finance team.

Key External Contacts:

- MOH, and other INGOs (e.g., possible collaborative partners), Community leaders and health facility management team.

Qualifications

Education:

- Degree in business administration or related business management degree. - Additional qualifications in Office Administration are a plus

Work Experience:

- Three years’ experience of working as Administrative Officer٫ Administrator or other similar position - Significant experience of organizing office procedures. - Experience with office management software like MS Office (MS Excel and MS Word, specifically) - Strong organization skills with a problem-solving attitude - Very good in time management and ability to work under pressure with high level of flexibility. - Excellent written and verbal communication skills with close attention to detail.

Languages:

Fluent in written/spoken English and Hausa.

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.

Working Environment

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of 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.