Administration Officer

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Description

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• Develop and maintain clear and efficient Country Office administrative procedures.
• Provide overall supervision to the Country Office Support staff.
• Ensure the timely provision of administrative services to IFRC delegates (both in the office and at the residencies) and to national staff when requested.
• Ensure the timely provision of administrative services to PNS as required under Integration or Service Agreements, if applicable.
• Coordinate and manage effective information management systems, including filing (electronic and hard copy), library resources, guidelines / policies, databases, and correspondence.
• Ensure effective management of all contracts, agreements, MOUs, and other legal documents.

• Support visa applications by providing invitation letters signed by MRC and mission order letters coordinated with the Regional office.
• Ensure an index is drafted, and periodically updated including embassies contact details in Morocco, information needed for visas applications.
• Assess hotels and temporary stays, creating and maintaining an updated list of IFRC approved hotels, to be shared with relevant welcome services in IFRC or NS as necessary.
• Liaise with Regional office or travel agents and airlines to ensure the most appropriate and cost-efficient services and flights, as well as corporate deals identified and agreements signed with relevant airlines.
• Establish long term agreements with IFRC approved hotels and gain a preferential booking rate for IFRC in each city of operation.
• In the absence of the Admin Assistant, book hotel accommodation through contracted hotels for IFRC staff. Liaise with the hotels to ensure high quality services.
• In the absence of the Admin Assistant, arrange flights and other means of travel for IFRC staff/delegates coming to Morocco where needed.
• Handle international delegates end of mission and mission start personal belongings as well as other IFRC requested shipments, liaised with logistics team.
• Review all relevant invoices in the accounts payable system and ensure proper e-filing is followed, based on the standardised filing system.
• Authorize ordering of stationery stock and inventory and re-ordering when necessary.
• Review all relevant invoices in the accounts payable system and ensure proper e-filing is followed.
• Liaise with Field coordinators and national society counterparts for accurate recording of Daily Workers and Volunteer attendance, to be digitized and shared with HR officer and Finance and Admin officer.

Job Duties and Responsibilities (continued):
Premises and Office Management:

• Relationship holder with Landlords engaged for IFRC. Hold the leases for all delegate lodgings and IFRC rented office spaces, including negotiating lease agreements with landlords, monitoring and extending as needed.
• Create requisitions in collaboration with the procurement officer and the finance team for premises and office-related purchases and rentals.
• Assign delegates to housing and maintain an updated roster of housing assignments, assigning and 
• Ensure that housing is well appointed with the standard required furniture and amenities, and kept in good condition upon handover to tenant and to landlord.
• By supervising the admin assistant, ensure that appointed housing meets and maintains the security standard set by IFRC
• Review maintenance requests or complaints, liaising with landlord and service providers as required.

National Society Development:

• Advise, support, and train the National Societies staff on administrative matters.  
• Coordinate the development and implementation of costing policies.
• Develop administrative processes, tracking and systems to be implemented by the national society

Effective managing and development of staff:

• Build and maintain a structure that delivers quality services to all the related stakeholders.
• Improve the knowledge and skills of the unit staff periodically (e.g. coaching)
• Develop a culture of problem-solving mindset, accountability, and integrity among the team members.
• Supervise, train and coach the admin team members
• Pursue the professional growth of the staff (e.g., delegate positions)

Others:

• Be part of the after working hours administrative support phone rotation in case of urgent needs.
• Act as back up for admin colleagues as per the administration job tasks list (including different administrative tasks)
• Any other duties that may be assigned by the Administration Manager. 

Education:

• University Degree in Business Administration or relevant major – Required

Experience:

• Min of 5 years of relevant qualification or professional experience in administration -Required
• Experience in lease negotiations, travel arrangements, including hotels, tickets and other transportation means -Required

Knowledge, Skills and Languages:

• Good computer Skills (windows, spreadsheets, word-processing, Microsoft office) -Required
• Good verbal and written communications skills -Required
• Team building and team management -Preferred
• Multitasking ability -Required
• Stress management skills -Required
• Maintain good and high-level public relations with all service providers and landlords. -Required
• Maintain high level of confidentiality at all levels of work. -Required

Languages:

• Fluent in English and Arabic -Required
• French language -Preferred

Source: https://www.ifrc.org/jobs/details.html?nPostingId=12220&nPostingTargetId=129448&id=PZ8FK026203F3VBQB79LO79OB&LG=UK&languageSelect=UK&mask=newtempconfig

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