Administrative Assistant 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: Administrative Assistant

Job ID: req53334
Location: Maiduguri, Borno 
Employment Type: Full Time
Sector: Administrative / General Office

Job 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.

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.

Application Closing Date
Not Specified.