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 Port Sudan office while coordinating with other field offices.

Main Purpose of Job: 

The Administration Assistant will support the IRC Port Sudan office with various administrative tasks and supervise the office cleaner while coordinating with other departments and field offices.

Admin documentation Management

• Manage administrative documentation and procurement processes including raising of support PRs. 
• Ensure accountability for administrative expenditures and manage office supplies.
• Managing filing and documentation.

Premises Management

• Monitor utility consumption (electricity, water) at IRC facilities.
• Monitor and track utility consumption for electricity, underground water, and drinking water at the IRC office, GH, and warehouse. 
•  Managing guesthouse supplies.
• Coordinate maintenance for AC units and electrical fixtures, ensuring timely repairs.
• Support in compound management. 

Office Management

• Coordinate with the cleaners and ensure all office rooms are cleaned daily
• Ensure all office keys are well-managed and kept in a secure place
• Manage petty cash, keeping accurate records of expenses and disbursements.
• Ensure monthly supplies are adequate and update the cost monitoring sheet
• Coordinate with the supply chain and ensure that all repairs and fixtures are done on time 

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 ensuring 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 NGOs preferred.
• Familiarity and experience with standard administrative functions in an INGO setup.
• Basic understanding of payment processing and reconciliations within an INGO setup.
• Ability to respond to multiple priorities on time, 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. Following these values, IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, do not harm, 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 are an equal opportunity employer and value diversity in our organization. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. 

Data Confidentiality:

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.