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.

The Admin Officer will report to the Senior Field Coordinator and will be responsible for providing administrative support functions to the IRC Atbara office while coordinating with other field offices.

Main Purpose of Job: 

This position will be responsible for supervising Admin contracted casuals and has a close working relationship with the supply chain department, the finance department, program departments as well as other field offices.

Guest House Management

• Managing room allocation in the guesthouse to visitors or staff coming to or residing in the country program 
• Responsible for ensuring that all guesthouses are well cleaned and stocks replenished in a timely manner 
• Managing all guesthouse repairs both with the landlord and those that are to be done by the IRC
• Ensuring that guesthouses are accessible by all authorized staff and that keys are secure, identifiable with the tag numbers and that duplicate copies are maintained for security purposes.
• Managing utilities for the guesthouses which include water, electricity, paid TV services etc
• Managing guesthouse regulations and ensuring that all occupants are well oriented around the guesthouse and its operations including how to submit repair request.
• Ensure that there is a well streamlined process of accommodation requesting by all users internally including visitors to the country program 

Office Management:

• Management office hygiene and cleaning ensuring that all offices are attended to on time. This includes managing the team from the cleaning company. 
• Responsible for administrative filling both physical and online on BOX drive 
• Management of office petty cash and accounting for all expenses processed through petty cash 
• Supporting the supply chain team in raising operation related Purchase requests and processing payments.
• Processing Administrative invoices and ensuring that all are paid on time
• Working closely with the supply chain team and ensuring that all offices are well attended to in terms of furniture allocation.
• In charge of office keys maintenance and working closely with the security team to ensure access control is well managed
• Working closely with the office landlord and ensuring that all required repairs and fittings are addressed on a timely manner 
• Management of the office monthly supplies and ensuring that they are adequate and well accounted for with a cost monitoring sheet
• Managing the office conference room booking and ensuring that all planned meetings are structurally booked, and supplies / stationary are provided if needed.

Other:

• Working closely with the IT and supply chain teams in ensuring that communication needs for staff are well managed. This includes coordination with the contracted service provider (SUDATEL) in ensuring that the common user group is paid on time and that all users access the required services.
• Makes all administrative information available to staff (posting, meeting)
• Liaise with cleaning service provider and ensure that all cleaners from the external service provider are aware of the hygiene standard at IRC office or guest house.
• Is responsible for the administration of store and follow up of needs (stationary, needs of cleaning products in houses and office etc). This includes having the admin store well-arranged and items accounted for at any given time.
• Ensure that monthly stocks are being checked prior to placing any supply request to the procurement unit
• Managing Admin staff and ensuring that their leave days and time sheets are up to date with the HR office.
• Ensuring that all Admin staff have set objectives and that their performance is well monitored and managed.

• Diploma in Administration, Development Studies, Social Sciences, or a similar field.
• 5 years of work experience in administration management and liaison work.
• Experience working with NGO preferred.
• Familiarity and experience with standard administrative functions in an INGO set up.
• Basic understanding of payment processing and reconciliations within an INGO set up.
• Ability to respond to multiple priorities in a timely manner, producing high-quality outcomes.
• A positive thinker with strong leadership, motivational and team building skills.
• Good collaborator and influencer with effective interpersonal and analytical skills who work seamlessly across cultures, organizational units and suppliers.
• Able to work effectively in a highly matrixed structure.

Standard of Professional Conduct

IRC and IRC employees are required to abide by the values and principles outlined in the IRC Way – Code of Conduct which are Integrity, Service, and Accountability. In accordance with these values, IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons, and several others. 

Gender Equality & Equal Opportunity

We are committed to narrowing the gender gap in leadership positions. We offer generous benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. We welcome and strongly encourage qualified female professionals to apply.

We are an equal opportunity employer and value diversity at our organization. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. 

Ensuring the non-disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.