JOB DESCRIPTION

The International Rescue Committee (IRC) responds to the world”s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world”s largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you”re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Job Overview:

The Admin & Logistics Officer is responsible for providing effective and efficient administrative, logistical, and operational support to the organization”s office and project activities. This role ensures that all administrative and logistical procedures are implemented in accordance with IRC policies, donor requirements, and local regulations.

Major Responsibilities:

1. Administrative Management

• Provide general administrative support to the office and program staff.
• Manage office supplies and stationery, ensuring stock levels are maintained and replenished.
• Oversee the maintenance and cleanliness of the office premises and equipment.
• Manage and maintain an up-to-date asset register, ensuring all assets are properly labeled and tracked.
• Handle incoming and outgoing correspondence, emails, and phone calls.
• Maintain a proper and secure filing system for all administrative and logistical documents, both physical and electronic.
• Organize and coordinate meetings, workshops, and events, including venue booking, material preparation, and travel arrangements for participants.
• Liaise with external partners, vendors, and local authorities as needed for administrative matters.
• Ensure timely payment of utility bills and other office-related expenses.

2. Logistics

• Coordinate logistics for project activities, including transportation, accommodation, and venue arrangements for staff and project participants.
• Manage all travel arrangements for staff and visitors, including flight bookings, hotel reservations, and visa applications.
• Oversee fleet management, including vehicle maintenance schedules, fuel consumption tracking, and driver supervision.
• Ensure all vehicles are properly insured and maintained in a roadworthy condition.
• Manage the organization”s inventory and warehouse, ensuring proper storage and documentation of all incoming and outgoing goods.

3. Financial Support

• Work closely with the Finance team to process invoices and payments for administrative and logistical expenses.
• Manage and reconcile petty cash, ensuring all transactions are properly documented and aligned with the budget.
• Assist in budget monitoring for administrative and logistical activities.

4. Safety and Security

• Act as a security focal point, ensuring all staff are aware of and adhere to security protocols and measures.
• Support the implementation of health and safety policies to ensure a safe working environment.
• Report any security concerns or incidents to the relevant supervisor.

Job Requirements:

Education (Knowledge)

• Bachelor’s degree in business administration, Logistics, Supply Chain Management, or a related field.
• 2-3 years of experience in a similar role, preferably within an NGO or humanitarian context.
• Proven experience in procurement, logistics, and general office administration.
• Knowledge of donor regulations and compliance is a significant asset.
• Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Excellent organizational, planning, and problem-solving skills.
• Strong communication and interpersonal skills.
• Ability to work independently, multi-task, and meet deadlines under pressure.
• High level of integrity, transparency, and attention to detail.
• Fluency in English, French.

Skills and Abilities:

• Strong sense of personal integrity.
• Attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem-solving abilities.
• capable of working under pressure.

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.

IRC.

Standard of Professional Conduct: The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

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