Entry Level Administrative Assistant Needed at International Rescue Committee (IRC)
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster.
Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities.
Job DescriptionÂ
- 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.
Location: Maiduguri, Borno
Job Type: Full-time
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.
Minimum 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.
