Admin Officer at International Rescue Committee (IRC)

Job Overview/Summary

• The Admin Officer, under the supervision of the Senior Administrative Officer, is responsible for all office administration and will support on Helicopter travel services/bookings and other related duties.
• She/He will work closely with the admin team and the country travel team in the management of all travel and administrative support.

Responsibilities

Office/Guest House Administration and Management:

• Monitoring of IRC Offices/ Guest House Administration and Maintenance in Maiduguri
• Ensure that all facilities are functioning well, including housekeeping, office supplies, electricity, maintenance and repair, internet, and other communications functions in the field office.
• Ensure timely procurement and distribution of monthly airtime by the last week of the month for the following month’s distribution.
• Responsible for replenishing of office supplies and ensuring timely putting of purchase request with Supply chain.
• Accurate Tracking and monitoring of DSTV Subscription and ensure that all are renewed on time.
• Processing of electricity bills for offices and Guest houses in Maiduguri on monthly basis
• Bookings of Hotels accommodations and ensure timely processing of accommodation payment.
• Daily accommodations update with logistics for arrangements of vehicle drop off and pick-up within the hotels.
• Responsible for renewal of admin casual staff contract in due course.
• Ensure timely processing of Casual staff payment on a monthly basis.
• Regular supervision of Cleaners and Cooks in Maiduguri Office/Guest House.
• Any other task assigned by the Senior Admin Officer in the day-to-day management of IRC office and Guest House.

UNHAS Bookings

• Book all UNHAS Helicopter travel requests and share timely communications on confirmations/updates to concerned travelers, focal persons and UNHAS.
• Responsible for the facilitation and booking of UNHAS Helicopter cargo requests.
• As part of UNHAS flight booking requirements, prepare introduction letters for IRC visitors and IRC staff without ID cards.
• Book all UN hub accommodation in Borno State and share timely communications on confirmations/updates to concerned travelers / Field Coordinators/ SAMs/focal persons.

Payment And Reconciliation

• Liaising with UNHUB Redroof Front Desk to collect invoices for the HUB accommodation bills of IRC staff in Borno on monthly basis.
• Processing of HUB Liquidation payment and reconciliation with finance on monthly basis.
• Liaising with finance to review airtime distribution and reconciliation on monthly basis before putting request for the following month.
• Process and reconcile all accommodation (hotel and UN hub) payments on weekly basis.
• Work closely with the Travel Officer in Abuja and other UNHAS focal persons on any reconciliation task regarding UNHAS bookings.

Visa Support

• Work closely with Admin Officer in Abuja for timely renewal of visa/residence permit and support the HR Coordinator on submission of NIS monthly report.

Movement Plan/Update

• Support the transport team and update the security team on the movement plan by sharing the daily accommodation tracker.

Tracking, Records And Reporting

• Ensure that all UN hub and hotel bookings requests are made in writing (email) and copies of booking requests, TAFs and other supporting documents are available in designated Admin folder (both hard copy and Box) for record/tracking purposes.
• Track of all UNHAS flight bookings requests according to dates, user, location, and store same on designated Box folder.
• Ensure that duplicate copies of UN Hub accommodation payment invoices/receipts and TAFs are maintained in Admin for record and reconciliation purposes and store same on designated folder on BOX.
• Track of all UN Hub accommodation bookings according to dates, user, Location and grant charges and store same on the designated folder on BOX.
• Compile and share weekly report of all UNHAS Helicopter bookings and accommodations (UN Hub and Hotels)
• Tracking of DSTV subscription and maintaining record of payment in the admin office and on BOX.

Compliance

• Ensure that all travel request documents comply with IRC travel SOPs before booking and flag up any compliance concerns to the Senior Admin Officer in Maiduguri and where applicable Travel Officer in Abuja.
• Make UNHAS bookings in line with UHAS Standard Operating Procedures.
• Ensure procurement and distribution of Airtime top up in line with the Airtime procurement and Distribution Guidelines.
• Ensure procurement and distribution of Beverages are done in line with the Beverages procurement and distribution Guidelines.

Other Human Resources/Administration Functions

• Read, review and become knowledgeable of the IRC Global HR Policies and Procedures
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, at least monthly.
• Develop and implement remote management capacity building approaches to build the strengths of the team.
• Perform other related duties as required by supervisor

Qualifications

• University Studies/ Higher Education in Human Resources, Business Administration, or any other related course.
• 3 years 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.