Job Overview:

This position is responsible for the overall administration of facilities, office and guesthouse management, travel, liaison, and events, as well as asset and transport management. He or she is also responsible for lease and service contracts within the administration department. Also, the administrative assistant is responsible for assisting the IRC Somalia offices in meeting all administrative needs such as receiving and forwarding calls, managing the reception, booking flights for the country team as per employee requests, and ensuring the efficient and effective management of IRC office administrative services.

KEY RESPONSIBILITIES:

Travel & Transport:

• Tracking of TAFs and TORs and ensuring all approvals are made by the authorizing persons.
• Ensure to share tickets with respective travelers in advance and provide necessary pre-arrival induction and orientation.
• Ensure and communicate arrivals and departures with supply chain with vehicle and escort arrangement in advance through email.
• Booking of humanitarian and commercial flights for travelers visiting the country office.
• Guide and prepare accommodation arrangement for travelling staff.
• Preparing payment requests for all travel and accommodation expenses and following up until payment is made.
• Any other duties assigned as per necessary.

Visa & work permits.

• Work the Multiple Visa and Work permit for the international staff.
• Prepare invitation letters & forwarding letters for visa for employees visiting the country program.
• Ensure all international employees apply and receive work permit.
• Work with field coordinator in monitoring and renewing IRC registrations.
• Track that all essential employees have valid multiple entry visas to Kenya & Somalia
• Liaise with the contact person at the immigration to fast-track issuance of visas & work permit, s.
• Track all work permits and multiple entry visas to ensure they are renewed in timely manner.
• Ensure all exiting international employees’ work permit is cancelled.

Office Administration and support

• Raising Quarterly PRs Office & Guest house rent & office Security Guards
• Ensuring office supplies such as office stationery, Guest house utensils and any other needed by the office
• Ensuring all documents is provided by IRC contracted Internet and toll box free and preparing payment requests.  
• Distribute the monthly telephone bills to all staff and prepare payment requests for them.
• Ensuring all documentation is provided by IRC contracted casual labors and preparing payment requests for the services rendered.
• Typing, and editing official correspondence as requested,
• Planning and organizing staff meetings and events, ensuring refreshments and meals are served as raised.
• Receive disposal documents from field offices and organize for review and approval.
• Ensure offices are regularly checked and maintained such as doors, electricity, water, toilets and etc.
• Ensure offices supplies are regularly replenished and quarterly purchased and processed.
• Ensure office related payments (electricity, garbage, water, casuals and miscellaneous) are processed on time.
• Ensure office equipment such as chairs, desks are in good shape and accounted.
• Any other duties assigned by your supervisor.

Front Office Management

• always Keeping the reception area neat and clean,
• Receiving, welcoming, screening and directing visitors to the appropriate departments.
• Receiving, assessing, and referring telephone and personal inquiries to the appropriate staff members,
• Receiving and distributing mail to the appropriate staffs,

Guest House management

• Supervise the guesthouse for smooth running; cleaning, meals and support to visitors keeping register of guesthouse use.
• Supervise and provide instruction to the cleaners/cooks to keep clean office and guest house in acceptable manner.
• Keep copies of keys all Office and guest house   as a spare and kept in the office of HR/Admin Officer   in case of other keys are lost.
• Supervise weekly inside/ outside of the guest house /office by pointing out areas that needs to be cleaned by the cleaners.
• Monitor, and report all office and guesthouse repair needs.
• Undertake any other duties assigned by the supervisor.

Qualifications

• Bachelor’s degree for Business Administration, diploma in Administration/PA, or relevant studies.
• Relevant professional qualification in Administration.
• At least 4 years of Administration experience with international NGOs
• Strong understanding of the context and in-depth skills required to handle pressure as situations demand.
• Competent in Microsoft word, power point and Excel program
• Experience in the use of computers. Proficiency in Microsoft Office applications: Excel, Word, Outlook.
• 2 years, working experience in a similar position or relevant position.
• High level of integrity, confidentiality, trustworthy and honest
• Experience working in a multicultural environment.
• Must demonstrate flexibility, and ability to readily adapt to changing requirements and environments.
• Excellent English oral and written skills a must.
• Personal initiative, proactive, reliable and ability to coordinate, control and plan. Able to work with limited supervision.

Demonstrated skills in:

• Team Building
• Organization
• Time Management
• Excellent Verbal and Written Communication in English
• Good presentation skills
• Positive Interpersonal interactions
• Negotiation
• Cultural and Diversity Sensitivity

Demonstrated Ability to:

• Work independently
• Work within tight deadlines
• Work within a multicultural, multi-ethnic environment
• Exercise flexibility in the role to accomplish goals.

Standard of Professional Conduct

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality & Equal Opportunity

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.

Diversity and Inclusion

at IRC, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, physical or mental ability, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.

Female Candidates are highly encouraged to apply.

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