Admin Intern

Requisition ID: req46133

Job Title: Admin Intern

Sector: Human Resources

Employment Category: Intern

Employment Type: Full-Time

Open to Expatriates: No

Location: Maiduguri, Nigeria

Work Arrangement:

Job Description

Background/IRC Summary:

The International Rescue Committee, one of the worlds largest humanitarian agencies, provides relief, rehabilitation, and post-conflict reconstruction support to victims of natural disasters, oppression and violent conflict in over 40 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.

IRC entered Nigeria in October 2012 in response to a widespread flood disaster. Since then, the IRC has expanded its scope and size of the programs as new areas became accessible after prolonged conflict and insecurity, in Adamawa, Borno and Yobe States. The IRCs response to the humanitarian situation includes integrated health and nutrition services, reproductive health care and women protection services, Environmental Health, Child Protection, Economic Recovery and Development, Education and General Protection. The country program has a five-year strategy action plan, 2015 to 2020, that is reviewed on an annual basis. IRCs programming in Northeast Nigeria is supported by a team of more than 650 staff.

Scope of work: The intern will support the HR/Admin department in the day-to-day management of the Mubi office. In this position the intern is expected to learn and support on the departments daily administration routines and procedures while also focusing on the IRCs overall mission.

Responsibilities:

Office and Guest-house Management:

• Support in maintaining and managing IRC offices and guest houses, ensuring a clean, organized, and conducive working environment, and in accordance with relevant SOPs.
• Report to maintenance team or Admin Officer on any repairs or equipment servicing.
• Support in Managingand supervising the cleaners and cooks.

Documentation and Records Management:

• Assist and maintain efficient filing systems for both physical and electronic records on administrative matters.
• Support in ensuring proper documentation of official communications, reports, and other relevant documents.
• Support archiving processes and facilitate retrieval of records as needed.

Financial Administration, Payments, and Reconciliation:

• Support the Admin officer in financial management tasks, such as petty cash management and expense tracking.
• Assist in coordinating with the finance team to ensure timely and accurate financial transactions for vendor payments.
• Prepare payments for staff accommodation and follow up on reconciliation between Finance and relevant vendors.

Administration

• Scanning of approved documents for relevant documentation and classifying in respective soft/hard file.
• Assist in organizing and coordinating meetings, workshops, and other events.
• Handle travel arrangements for staff and IRC visitors as per location needs

• Position Reports to: Administrative Officer

• Other Internal and/or external contacts. Internal: Staff members; External: IRC visitors, clients, and partners

Qualifications

Education:

• B.Sc./B.A or HND in Public Administration/Relations, Humanities, or related fields.
• Good computer skills (Excel and word).
• Fluent written and spoken English.
• Work Experience: Approximately 0-1 year of relevant experience

Demonstrated Skills and Competencies:

• Strong sense of personal integrity.
• Strong ability to work in a team.
• Self-motivated and proactive
• Thorough and organized.
• Ability to multitask.

Language Skills: Speak and write in English recommended.

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

Working Environment:The IRC is a team-work environment and requires a person who will work with colleagues from many cultural backgrounds, understand and contribute to the organizations goals, work well as a member of a group/team, and respect the thoughts and opinions of others in the team.

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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.