Travel & Administration Assistant (Internal Recruitment) at the International Rescue Committee (IRC)

The International Rescue Committee (IRC) 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, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

We are recruiting to fill the position below:

Job Title: Travel & Administration Assistant

Requisition ID: req34980
Location: Maiduguri, Borno
Sector: Human Resources
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Vacancy Type: Internal Candidates Only
Position Reports to:  Senior Admin Officer
Position Directly Supervises: Cleaners
Indirect Reporting:  HR /Admin Coordinator and Senior HR Coordinator

Responsibilities
Coordination with UNHAS / Accommodation Management (Guest Houses and Hotels) and VISAS:

• Booking of UNHAS Helicopter for field trip, ensuring timely booking with UNHAS and communicating to passengers and sector focal person in due course.
• To ensure proper tracking of all UNHAS flight bookings according to dates, user, location and grant charges.
• Arrangements of HUB bookings and accordingly communicated to concerned travelers / Field Coordinators/ focal Person's on same day via email.
• Ensuring that duplicate copies of Hub payment invoices/receipts, TAFs, are maintained in Admin for record purposes.
• To ensure proper tracking of all Hub bookings according to dates, user, Location and grant charges.
• To ensure that UNHAS flights tracking and Hub Booking sheet is updated on a day-to-day basis and share with Admin Colleagues by COB every Friday.
• Arrangements of hotel bookings and airport pick-up for workshop participants (if any) and visiting staff.
• Arrangement of hotel bookings and reservations for national and international staff to field after receipt of approved / filled travel authorization forms (TAFs).
• Ensure that all hotel bookings are made in writing and copies of booking / accompanying TAFs are available in Admin for record/tracking purposes.
• Processing and reconciliation of accommodation hotel bookings related payments by COB every Friday.
• Submission of NIS Report to INGO Forum, gather all required documents and prepare for processing in collaboration with the Snr HR Coordinator and Admin in Abuja
• With Support from the Snr Admin Officer Ensure accurate VISA Tracking and timely renewal of same by prompt notice of VISA Information to the Admin in Abuja Office. All expats are notified on time regarding their visa extension timeline, all expats receive their passport with extended visa at least 32 days prior to their departure from Maiduguri.

Office Administration Management:

• Track and monitor all IRC offices Administration and maintenance in Maiduguri.
• Support the Senior Admin Officer in Management of rental agreements for offices and housing in Borno.
• Ensure that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, internet and other communications functions in the field office.
• Ensure proper use and functionality of office equipment.
• Maintain proper records of all correspondence.
• Track and monitor subscriptions and monthly telephone communications and assure that all are paid on time.
• Assist in procurement and distribution of monthly airtime by last week of the month for the following month distribution.
• Assist in payment for Casual Staff's.
• Assist in Raising Purchase Request for Office and GH Supplies.
• Regular Supervision of cleaners and cooks in the office.
• Track and monitor DSTV subscriptions and ensure that all are renewed on time.
• Processing of electricity bills for offices and Guest houses in Maiduguri.
• In collaboration with the Maintenance Unit, ensures all infrastructures within office spaces are maintained and functioning at any given time. this may include working rooms/spaces, doors, windows, hand washing facilities, latrines etc.;

Reports:

• Responsible for compiling and sharing daily Accommodation Tracker.
• Responsible for compiling regular reports for Distributions of supplies.

Other Human Resource Functions:

• Read, review and become knowledgeable of the IRC Global HR Policies and Procedures
• Perform other related duties as required by the supervisor and Log Manager/HR Manager.
• Key Working Relationships:

Other Internal and/or external contacts:

• Internal: Required to be a good team player, works effectively within the team

Qualifications

• University Studies / Higher Education in Human Resources, Business Administration or any other related course.
• 1 year of experience in 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.
• 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.
• IRC and IRC employees must adhere to the values ​​and principles contained in the IRC WAY (Standards of Professional Conduct). These are Integrity, Service, and Responsibility. Consistent with these values, IRC operates and enforces policies on beneficiary protection from exploitation and abuse, child protection, workplace harassment, financial integrity, and retaliation. 

Application Closing Date
Not Specified.

Method of Application
Interested and qualified candidates should:
Click here to apply online

Note:  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.