Responsibilities
Administrative and Facilities:
Serve as the first point of contact for IFDC office: oversee guests, manage and direct office mailing and communication;
Attest routine maintenance of the office facility and ensure the office meets the required security and health standard;
Plan and execute regular and emerging office meetings and events and coordinate the office administrative errands;
Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate departments (Finance, HR, IT, etc.);
Work closely with HR team to prepare for and be ready to promptly respond to emergent situations;
Support in the onboarding process for new admin staff;
Arrange and coordinate in-house and off-site conferences, retreats and other official staff events;
Support the Country Director in the coordination of staff meetings;
Manage the receipt of all procured goods within the country and verify that they meet the specifications outlined by the requester;
Control and manage IFDC equipment, (disposal, inventory and manage fleet of vehicles);
Monitor the administration and management of service provider contracts and management of office supplies;
Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors;
Staff Travel:
Coordinate the stay and visit of office visitors to ensure they are well taken care of before and during their visit;
Arrange travel and hotel reservations, purchase flight tickets, for project staff on official trips and project activities;
Handle staff Insurance (Health insurance and Group life/Group Accident Insurances);
Coordinate and assist in the logistics arrangements for local and international travel documentation such as visas, passports, accommodation, bus/vehicle hires etc;
Contribute to ongoing improvement of travel policy and processes;
Work in tandem with AdTrav travel agency to support travel arrangements for IFDC employees and guests. Administer IFDC’s internal travel approval process and act as a liaison for the coordination of travel with travel agent and employee.
Compliance and Registration:
Ensure that IFDC office remains compliant and maintains the necessary registrations and licenses with regulatory bodies, country permits and the government;
Work closely with the appointed immigration consultant/staff to manage other Country Nationals visa and work permit processes in addition to keeping record of staff visa and work permits timelines and renewal dates;
Provide periodic administration reports or as per the need to the Country Director;
Perform any other duties deemed necessary and requested by the supervisors.
Other Responsibilities:
Supervise all the IFDC Drivers and Administration Assistants (if any).
Requirements
Bachelor’s degree in business administration, business management, administration, supply chain management or any other related field and flair for detail;
A certification in office administration is a plus;
Over 7 years practical experience in office management or similar post in the NGO sector;
Strong computer skills with experience in MS office software, and communication tools (e.g teams, zoom);
Proficiency in English, both in verbal and written communication;
Ability to communicate in French, as a second language, would be a definite advantage;
Ability to work independently under pressure and meet tight deadlines;
Ability to work in a multidisciplinary and international environment;
Strong interpersonal skills, teamwork skills with ability to maintain effective work relationships;
Great organizational skills and attention to detail in operationalization of administrative tasks;
Strong sense of integrity and personal commitment to the achievement of goals.
Apply via :
jobs.silkroad.com
