Admin Manager

Requisition ID: req49712

Job Title: Admin Manager

Sector: Human Resources

Employment Category: Regular

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 world’s largest humanitarian agencies, provides relief, rehabilitation, and post-conflict reconstruction support to victims of natural disaster, 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 IRC is currently exploring interventions in the Northwest.

Job overview/Summary:

The Administrative Manager will support the Senior Administrative Manager to oversee the administrative functions of the Country Program through a centralized platform. The position is responsible for maintaining and increasing the performance quality of assigned Admin team and ensuring relevant stakeholders’ satisfaction by exercising service-oriented practices. The Administrative Manager will oversee the department’s day-to-day functions, supervision of the Administrative Officers as well as provide support and training.

This position is based in Maiduguri, Borno state with possible travels to other field locations in Borno, Adamawa, Yobe and the North-west states.

Responsibilities:

Administrative Responsibilities:

• Ensure the submission of the consolidated KPIs for the Admin team and Administrative monthly reports.
• Supervise all activities related to administration and general administrative support across all IRC locations.
• Liaise with relevant departments/Sectors to ensure proper tracking and renewal of all Admin related agreements (Legal retainership, lease agreements, MOUs etc.).

Liaison and Government Relations:

• Supervise and offer support on visa application processes, visa extensions, residency and work permit for IRC staff and visitors.
  
• Maintain regularly updated databases to track visas, residency, and work permits; and ensure renewals are processed in a timely manner.
• Ensure the timely submission of the Nigerian immigration Services (NIS) monthly report.
• Ensure all IRC reporting obligations to the Ministry of Budget and National Planning (MBNP) are submitted as at when due.
• Ensure that IRC’s proper legal status in Nigeria is maintained and at both state and federal level.
• Supervise applications and documents’ submission to Nigerian Federal Government Departments and Ministries; follow up on the progress of submissions; liaise with government departments and officials to confirm any changes in official processes; ensure any changes in official processes are understood and communicated to senior management.

Lease and Facility Management:

• Manage rental agreements for offices and housing by liaising with Admin focal points across all IRC offices and IRC lawyers.
• Share consolidated lease tracker with Snr. Admin Manager and DDO on monthly basis with updates and/or areas of concern.
• Ensure that all facilities are functioning well, including housekeeping, office supplies, electricity, maintenance and repair, internet, and other communications functions across IRC offices.
• Ensure the correct utilization and operational effectiveness of office equipment and devices and take the necessary steps to address any faults or need for replacement.

Budget and Spending Plan:

• The Administration Manager will supervise and coordinate with the Admin Focal Points in all IRC locations in compiling budget on office supplies, furniture, and office equipment.
• Ensure proper monitoring of spending and proactively provide needed support on burn rates and how to better utilize spending.
• Enhance periodic office need assessments so that staff are supported with basic office needs across all the offices in real time

Other Duties:

Any other duty as may be assigned by Supervisor.

Position Reports to:

• Key Working Relationships:
  Position Reports to: Senior Admin Manager
• Position technically supervises: Admin Focal Officers (All IRC locations)
• Other Internal and/or external contacts.
• Internal: IRC staff
• External: IRC Vendors and Government Ministries or agencies, Donor organization etc.

Qualifications

• Demonstrated Skills, Educational Qualifications, and Competencies:
• Education: Degree in Administration or relevant field, master’s degree an added advantage
• Work Experience: A minimum of 5 years of professional experience, including at least 2 years of relevant experience in the same or similar managerial role
• Excellent interpersonal and communication skills
• Excellent computer skills: MS Word, Excel, PowerPoint, and file sharing

Preferred skills:

• Ability to work and collaborate with a geographically dispersed team.
• Strong sense of personal integrity and work ethics.
• Attention to details.
• Capability to approach work proactively and professionally.
• Additional qualities: ability to multitask, ability to handle pressure well, ability to improvise, flexibility, cultural and environmental sensitivity.

Language: English must