Administrative Officer US NGO Jobs – International Rescue Committee (IRC)

About the Organization

The International Rescue Committee is a global humanitarian aid, relief, and development nongovernmental organization.

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises and helps people to survive and rebuild their lives. The International Rescue Committee provides vital support to Ugandans who are rebuilding from decades of war while hosting a growing influx of refugees from South Sudan and the Democratic Republic of Congo.

Founded in 1933, the International Rescue Committee (www.rescue.org) is a world leader in relief, rehabilitation and post-conflict development services for those uprooted or affected by violent conflict and oppression. The IRC is currently working in over 40 countries around the world, addressing both the immediate and lifesaving needs of conflict affected people in emergencies and the reconstruction needs of post-conflict societies.

The IRC began programming in northern Uganda in 1998 in response to mass displacement and devastation wrought by rebel group, the Lord’s Resistance Army. In 2002, the IRC expanded to the remote, conflict-affected region of Karamoja and in 2011, began working with refugees in Kampala. Monitoring the influx of South Sudanese refugees at the end of 2015, the IRC began scaling up its response to refugees arriving in the West Nile region. By promoting durable solutions that deliver on the interdependent aims of saving lives, strengthening institutions, and supporting social cohesion, the IRC in Uganda is laying the building blocks for long-term stability and development –bringing people from harm to home. The IRC currently works in 9 districts in Uganda, including Kitgum, Lamwo, Kyegegwa, Moroto, Amudat, Yumbe, Arua, Kasese and Kampala.

Job Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 25 U.S. cities, we improve outcomes in the areas of health, safety, economic wellbeing, education, and power.
Scope of work: Reporting to the Deputy Director of Operations (DDO), the Administrative Officer is responsible for providing support for day-to-day administrative requirements and functions to the IRC Kampala Office. The Administrative Officer is the point of contact for all staff for support and to manage their queries relating to office management and operations. Main duties include overseeing the effective management of the IRC country office, managing office maintenance, supplies, equipment and property, support and monitoring IRC Uganda compliance to local office regulations and requirements, ensuring timely submission of all returns, prepare periodic procurement plans, organize and maintain office records.

Duties and Responsibilities

Office Supplies and Equipment

Participate in the development of the office supplies and equipment budget and monitor its implementation in line with the procurement plan.
Manage the procurement of all stationery on a quarterly basis.
Process purchase requests of the operations department.
Receive and handle all requests for goods and services related to property management.

Office Maintenance

Ensure that the country office, including the compound and common areas, is clean at all times.
Ensure that the staff offices are maintained clean at all times and all faulty items are promptly repaired.
Supervise all repairs and works at the Kampala offices.
Ensure that the Baby Room is well maintained and clean at all times, to provide safe environment to both the mothers and the babies.
Ensure that occupational health and safety requirements and procedures are in place and implemented.
Management and follow up on compliance regulations governing Workplace Health and Safety standards for Kampala and all field offices.
Ensure regular maintenance and occasional repairs of the generator or solar system.

Office Administration

Ensure that accurate documentation such as purchase requests, detailed specifications are provided to the Supply Chain section for action and liaise with the Supply Chain team on timely procurement and delivery of goods and services with regards to office facilities, including stationary supplies and the overall office administration management.
Provide administrative support in the preparation and implementation of Operations workshops/seminars and functions.
Ensure that main office boardroom booking system in place and well managed.
Effectively facilitate bookings and ensure that needed seating and materials for meetings are available and bills are monitored and promptly settled.
Monitor, update and follow up on checklist on IRC Uganda compliance to Government of Uganda laws, regulations and requirements, including timely submission of required returns and ensuring that all MOUs are up to date and filed.

Property/Facilities Management.

Contract and lease management of all IRC properties.
Liaise with the landlord in the overall maintenance of the country office premises.
Manage facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilised.
In liaison with the Supply Chain team, develop a schedule for all the tenancy agreements for the various residencies and offices and track when rent is due.
Follow up on IRC matters related to service provision of utilities like water and electricity.
Take part in preparation of documentation to include tenancy agreements, reminders to landlords, and management of tenancy terminations, repairs and handovers.
Ensure that security deposits attached to tenancy agreements are tracked and recovered at the expiry of the tenancy agreement.

Asset Management

Track and maintain an updated master database for all property in the Country Program.
Ensure the Implementation of IRC Asset policy regarding Property database management and tracking in the office.
Ensure all Properties in the office are well-recorded, engraved and entered in the Property database
Monitor and review the allocation of Properties in accordance with the relevant policy and procedures.
Make follow up on missing Property(ies) to ensure that they are accounted for and support in raising incident report.
Follow Property management procedure for all Properties delivered to the Office as per policy and procedure. Up-date Property registers always.
Implement the improvement of operational controls.

Human Resources Management

Supervise the Receptionist and two Cleaners.
In consultations with your supervisor, conduct capacity needs of the team to conduct trainings in a bid to build the capacity of the team.
Manage the performance of the team that you supervise and ensure that they are delivering on their objectives as expected.
Perform other relevant duties as assigned (of a similar nature or related and in the interest of the organization).

Qualification, Experiences and Competencies

Bachelor’s degree in business administration, procurement, marketing, logistics, Social Sciences and other related fields. Post-graduate is an added advantage.

Experience

At least 3 years of relevant professional experience in office or program administration.
Previous experience as an Office Administrator or similar administrative role.
Working knowledge of office equipment and office management tools.
Knowledge in NGOs/ Humanitarian administration operations & management
Previous team leader experience and knowledge of team dynamics are desirable.

Functional knowledge, skills, and ability:

Demonstrated understanding and proficiency in the field of Administrative Management and ability to work under minimum supervision.

Highly developed cultural awareness and ability to work well with people from diverse backgrounds and cultures.
Excellent planning, coordination and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
Ability to intervene with crisis management or troubleshooting as necessary.
Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
Computer literacy and excellent documentation skills are a must.
Excellent time management and planning capacity.