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International Rescue Committee

CLOSED

Admin Manager

Maiduguri, Nigeria

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CLOSED FOR APPLICATIONS

Admin Manager

Closing: Mar 21, 2024

This position has expired

Published: Mar 6, 2024 (23 days ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

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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.
Responsibilities

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.

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