Qualifications
Demonstrated Skills, Educational Qualifications, and Competencies:
- Education: Degree in Administration or relevant field, master’s degree an added advantage
- Work Experience: A minimum of 5 years of professional experience, including at least 2 years of relevant experience in the same or similar managerial role
- Excellent interpersonal and communication skills
- Excellent computer skills: MS Word, Excel, PowerPoint, and file sharing
Preferred skills:
- Ability to work and collaborate with a geographically dispersed team.
- Strong sense of personal integrity and work ethics.
- Attention to details.
- Capability to approach work proactively and professionally.
- Additional qualities: ability to multitask, ability to handle pressure well, ability to improvise, flexibility, cultural and environmental sensitivity.
Job overview / Summary
- The Administrative Manager will support the Senior Administrative Manager to oversee the administrative functions of the Country Program through a centralized platform.
- The position is responsible for maintaining and increasing the performance quality of assigned Admin team and ensuring relevant stakeholders’ satisfaction by exercising service-oriented practices.
- The Administrative Manager will oversee the department’s day-to-day functions, supervision of the Administrative Officers as well as provide support and training.
- This position is based in Maiduguri, Borno state with possible travels to other field locations in Borno, Adamawa, Yobe and the North-west states.
Duties
Administrative Responsibilities:
- Ensure the submission of the consolidated KPIs for the Admin team and Administrative monthly reports.
- Supervise all activities related to administration and general administrative support across all IRC locations.
- Liaise with relevant departments/Sectors to ensure proper tracking and renewal of all Admin related agreements (Legal retainership, lease agreements, MOUs etc.).
Liaison and Government Relations:
- Supervise and offer support on visa application processes, visa extensions, residency and work permit for IRC staff and visitors.
- Maintain regularly updated databases to track visas, residency, and work permits; and ensure renewals are processed in a timely manner.
- Ensure the timely submission of the Nigerian immigration Services (NIS) monthly report.
- Ensure all IRC reporting obligations to the Ministry of Budget and National Planning (MBNP) are submitted as at when due.
- Ensure that IRC’s proper legal status in Nigeria is maintained and at both state and federal level.
- Supervise applications and documents’ submission to Nigerian Federal Government Departments and Ministries; follow up on the progress of submissions; liaise with government departments and officials to confirm any changes in official processes; ensure any changes in official processes are understood and communicated to senior management.
Lease and Facility Management:
- Manage rental agreements for offices and housing by liaising with Admin focal points across all IRC offices and IRC lawyers.
- Share consolidated lease tracker with Snr. Admin Manager and DDO on monthly basis with updates and/or areas of concern.
- Ensure that all facilities are functioning well, including housekeeping, office supplies, electricity, maintenance and repair, internet, and other communications functions across IRC offices.
- Ensure the correct utilization and operational effectiveness of office equipment and devices and take the necessary steps to address any faults or need for replacement.
Budget and Spending Plan:
- The Administration Manager will supervise and coordinate with the Admin Focal Points in all IRC locations in compiling budget on office supplies, furniture, and office equipment.
- Ensure proper monitoring of spending and proactively provide needed support on burn rates and how to better utilize spending.
- Enhance periodic office need assessments so that staff are supported with basic office needs across all the offices in real time
Other Duties:
- Any other duty as may be assigned by Supervisor.
Key Working Relationships:
- Position Reports to: Senior Admin Manager
- Position technically supervises: Admin Focal Officers (All IRC locations)
- Other Internal and/or external contacts.
- Internal: IRC staff
- External: IRC Vendors and Government Ministries or agencies, Donor organization etc.