Administrative Manager at International Rescue Committee (IRC)

Job Overview/Summary:

The Administration Manager is responsible for overseeing the administrative and support services activities for IRC in the Northwest states of Nigeria, specifically in Katsina and Zamfara. This role ensures efficient management of office operations, facilities, and resources, and supports the field teams in achieving programmatic goals. The role also focuses on creating a user-friendly and conducive office environment for all staff.

Key Responsibilities:

Office Management and Administrative Support:

• Manage and supervise all administrative functions in the Northwest region.
• Ensure compliance with IRC policies and procedures.
• Develop and implement administrative systems to enhance efficiency.
• Provide administrative support to field teams, including office needs assessments, budget, purchase requests and general office management.
• Coordinate with the Field Coordinator to address any administrative challenges and provide solutions.

Lease and Facility Management:

• Oversee all NW lease agreements. This includes facilitating activities related to negotiating, executing, and maintaining lease agreements to ensure that the organization's property needs are met efficiently and cost-effectively.
• Liaise with other departments to ensure leased properties are maintained in accordance with lease terms and organizational standards.
• Maintain accurate records of all lease agreements, including critical dates, payment schedules, and terms.
• Coordinate with IRC legal advisors to review lease documents and ensure they protect the organization's interests.

Travel Management:

• Manage travel logistics for staff, including hotel bookings, and other related payments.
• Reconcile travel expenses between IRC and service providers and ensure timely payment processing.
• Collaborate with the Supply Chain team, HASS and other relevant sectors to ensure that hotels used by IRC meet the required standards.

MOUs and Government Registrations:

• Provide support to maintain and update MOUs with state-level government agencies and partner organizations.
• Document and assist in engagements with state government officials as necessary, contributing to the IRC's federal registration/host-country agreement processes.

Reporting, Compliance and Documentation:

• Prepare and submit regular reports to the Field Coordinator and Senior Admin Manager.
• Maintain accurate records of all administrative activities and transactions and ensure proper documentation of official communications, reports, and other relevant documents.
• Ensure all administrative activities are compliant with local laws and IRC policies.

Staff Training and Development:

• Train and mentor administrative staff to build capacity and improve performance.
• Conduct regular training sessions on IRC administrative policies and procedures.

Financial Administration:

• Support the Admin FPs in maintaining petty cash and expense tracking.
• Assist in the preparation of budgets and purchase requests.
• Assist in processing payments and liquidations.

Key Working Relationships:

• Position Reports to:  Field Coordinator
  Technical Reporting:  Senior Admin Manager
• Position directly supervises: Senior Admin Officer and Admin Officer
  Other Internal and/or external contacts:
• Internal: IRC staff
• External: Partner organizations, Hotels, various service providers, government ministries etc.

Qualifications

• Bachelor’s degree in business or public administration, Management, or a related field.
• Master’s degree in similar field an advantage
• Minimum of 5 years of experience in administrative management, preferably in a humanitarian or development setting. Holding similar role or equivalent preferable.
• Strong understanding of administrative systems and procedures.
• Excellent organizational and multitasking skills.
• Proficient in Microsoft Office Suite.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Knowledge of local languages and context in Katsina and Zamfara is an advantage.