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 Assistant will report to the Administration Officer and will be responsible for providing administrative support functions to the IRC Shendi office while coordinating with other field offices.

Main Purpose of Job: 

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

Admin documentation Management

• Managing Admin Procurements/raising of support PRs
• Managing filing and documentation.
• Ensure accountability of all Admin expenditures.
• Managing Admin inventories & offices supplies. 
• Manage and Maintain usage of the office meeting room

Premises Management

• Ensure an up-to-date inventory of all equipment and furniture in IRC premises within Shendi
•  Managing guesthouse supplies.
• Managing staff house cleaners.
• Management of IRC Shendi utilities.
• Support in compound management. 
•  Managing the Senior Field Coordinator meeting. 

Office Management

• Coordinate with the cleaners and ensure all office rooms are cleaned daily
• Ensure all office keys are well managed and kept in the secure place
• Ensure monthly supplies are adequate and update cost monitoring sheet
• Coordinate with supply chain and ensure that all repairs and fixture are done on a timely manner 

Other

• Ensure utility bills for the office/guesthouse are paid timely to avoid administrative hurdles with the supplier.
• Makes all administrative information available to the staff (posting, meeting etc.)
• Managing Cleaners and ensure that they received adequate training on hygiene standards in the GH and Office
• Any other task assigned by the supervisor. 
• Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

• Diploma in Administration, Development Studies, Social Sciences, or a similar field.
• 2 years of work experience in administration management
• 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.