The Administrative Officer supports a team of national and expatriate staff based in the Regional Office in Da-kar, Senegal and is responsible for the day-to-day administrative tasks, including general office management in compliance with IRC’s global policies.
In general, s/he will manage the Regional Office to provide integrated administrative support to staff and visitor in terms of provision of space, equipment and supplies and help ensure a safe and healthy working environment for all staff members.
Main Responsibilities:
• Assure that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, internet and other communications functions in the office.
• Ensure that all bills are paid on time: office rents, water, electricity, communication, internet, house rents, tuition fees for expatriate staff, and liaise with the service providers.
• Prepare requests for the recruitment and payment of casual labor for the work done.
• Register and tracking all incoming and outgoing physical correspondence.
• Assist in organizing regional office’s events and welfare related activities.
• Ensure timely and reliable support is provided for all travel arrangements, conference venue reservations, meeting arrangements, visa request, accommodation reservations for staff, and visitors.
• Make the welcome pack available to new expatriates and international visitors
• Support the HR department in organizing staff training sessions, workshops, and activities.
• Follow up on expatriate visas and work permits and systematically request renewals.
• Provide support to expatriates for flight reservations (R&R, Annual leave, Home leave), hotel bookings, accommodation, relocation matters…
• Initiates and finalizes negotiations with external contractors for procurement of goods and services.
• Advises and makes arrangements for ordering, delivery of office supplies and equipment including custom clearance and other formalities.
• Follows up with the Finance Coordinator on status of payment for goods and services procured.
• Perform any other related duties as requested by the supervisor.
Job Requirements
Education:
• University Studies/ Higher Education in Public Administration, Business Administration or any other related course.
Work experience:
• At least 3 years of experience in a similar position preferably in an international organization.
• Office administration experience
• Experience managing logistics for conferences, trainings and study tours.
Demonstrated Skills and Competencies:
• Ability to develop and maintain good working relations in a diverse and multicultural environment.
• Ability to be proactive by bringing creative and innovative ideas
• Results-based approach to planning and prioritizing administration activities.
• Highly detail-oriented, organized, and able to handle multiple tasks at once
• Strong interpersonal skills, ability to interact effectively with partners, relevant stakeholders and person-nel associated with the regional office.
• Excellent writing, presentation and verbal communication skills in French and English
• Very strong proficiency in MS Word, Excel, Outlook and PowerPoint is required.
• Ability to carry out responsibilities independently with minimal technical support.
IRC and IRC employees must adhere to the values and principles contained in the IRC WAY (Standards of Professional Conduct). They are Integrity, Equality, Service and Accountability. In accordance with these values, IRC operates and makes policies on the protection of beneficiaries from exploitation and abuse, child protection, workplace harassment, financial integrity, and retaliation.
This vacancy is archived.