Senior Administrative Officer

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Background/IRC Summary: The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation, and post-conflict reconstruction support to victims of natural disaster, oppression and violent conflict in 42 countries. The IRC is committed to bold leadership, innovation and creative partnerships. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home.

The IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state. In February 2014 the IRC moved into Adamawa State in NE Nigeria to provide humanitarian interventions through a multi-sectoral, integrated approach for conflict-affected populations. IRC Nigeria now operates a country office in Abuja and field offices in Mubi and Yola of Adamawa State, Maiduguri, Monguno, and Gwoza of Borno state, Damaturu of Yobe State, and a current extension to Zamfara and Katsina states, northwest Nigeria. Currently, IRC Nigeria implements programs for primary health care, nutrition, environmental health, women’s protection and empowerment, protection, child protection, education, economic recovery, and development

Job Overview/Summary

The Senior Administration Officer based in Katsina, will be responsible for assisting and deputizing the Administration Manager in overseeing administrative and support services for the Northwest region, with particular emphasis on office management, lease and facility management, travel logistics, compliance, and staff development. The Senior Officer shall ensure the effective implementation of administrative systems and procedures, in alignment with organizational goals.

This role ensures efficient management of office operations, facilities, and resources, and supports the field teams in achieving programmatic goals. The role also focuses on creating a user-friendly and conducive office environment for all staff.

Key Responsibilities

Office Management and Administrative Support:

• Under the guidance of the Admin Manager, supervise all administrative functions in Katsina office.
• Ensure compliance with IRC policies and procedures.
• Implement administrative systems to enhance efficiency.
• Provide administrative support to field teams, including office needs assessments, budget, purchase requests and general office management.
• Coordinate with the Admin Manager and the wider Admin team to address any administrative challenges and provide solutions.
  
  

Lease And Facility Management

• Liaise with the Admin Manager to supervise all lease agreements in Katsina. This includes facilitating activities related to negotiating, executing, and maintaining lease agreements to ensure that the organization's property needs are met efficiently and cost-effectively.
• Liaise with other departments to ensure leased properties are maintained in accordance with lease terms and organizational standards.
• Maintain accurate records of all lease agreements, including critical dates, payment schedules, and terms.
  
  

Travel Management

• Manage travel logistics for staff, including hotel bookings, and other related payments in Katsina and other Northwest locations if the need warrants.
• Reconcile travel expenses between IRC and service providers and ensure timely payment processing.
  
  

Reporting, Compliance And Documentation

• Prepare and submit regular reports to the Admin Manager.
• Maintain accurate records of all administrative activities and transactions and ensure proper documentation of official communications, reports, and other relevant documents in Katsina.
• Ensure all administrative activities are compliant with local laws and IRC policies.
  
  

Staff Training And Development

• Train and mentor administrative staff to build capacity and improve performance.
• Conduct regular training sessions on IRC administrative policies and procedures.
  
  

Financial Administration

• Maintaining petty cash and expense tracking for Katsina office.
• Assist in the preparation of budgets and purchase requests.
• Assist in processing payments and liquidations.
  
  

Key Working Relationships

Position Reports to: Admin Manager

Position directly supervises: Casual staff, interns, cleaners and Cook

Other Internal And/or External Contacts

Internal: IRC staff

External: Partner organizations, Hotels, government ministries etc.

Minimum Qualifications

• Bachelor’s degree in business or public administration, Management, social sciences or a related field.
• Master’s degree in a similar field an advantage
• Minimum of 4 years of experience in administrative management, preferably in a humanitarian or development setting. Holding similar role or equivalent preferable.
• Strong understanding of administrative systems and procedures.
• Excellent organizational and multitasking skills.
• Proficient in Microsoft Office Suite.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Knowledge of local languages and context in Katsina and Zamfara is an advantage.
  
  

Working Conditions

The position is based in Gusau, Zamfara State, Northwest of Nigeria and may provide remote support in the NW region.

This job description can be modified at any time according to changes in the IRC activities or in the context

Standard of Professional Conduct: IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the 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.

Commitment to Gender, Equality, Diversity and Inclusion: IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer 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.

Employment Gaps: We welcome applicants with varied career paths and recognize that a gap in employment does not define a candidate's potential. We value transferrable skills and are committed to investing in the growth and development of our team members. We encourage applicants to highlight any relevant skills or experiences they have acquired, even if they were not gained in a traditional work setting.

Compensation and Benefits: IRC strives to provide externally competitive and internally equitable Compensation and Benefits programs that attracts, motivates, and retains employees that deliver strong performance while demonstrating the IRC Way Standards for Professional Conduct.

Equal Opportunity Employer: IRC is an equal opportunity employer and we value diversity and inclusion. We do not discriminate on the basis of race, nationality, ethnicity or tribe, gender, age, religion, caste, sexual orientation, differently abled, geographic origin, marital status, veteran status and cultural background (or any other characteristic protected by law). We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.