VACANCY ANNOUNCEMENT

Position: Administration Officer

Grade: 8B

Location: Freetown

Reports to: Senior Administration Manager

Duration: Short Term Four (4) months

Application Deadline: 14thNovember 2021

PROGRAM BACKGROUND:  Present in Sierra Leone since 1999, IRC supports the Sierra Leonean institutions – government, civil society, community-based organizations, and private sector – to provide improved social services, decrease youth unemployment and mitigate gender-based violence.  IRC do this through programs and partnerships designed to improve the life of women, youth, and children by implementing Health, Education, Youth and Gender Based Violence programming.  IRC has a Country Program office in Freetown, a regional Field Office in Kenema, a Field Office in Kono and a Satellite Office in Kailahun.

PURPOSE OF THE JOB: Under the direct supervision of the Senior Administration Manager, the Administration Officer supports the affairs related to the day to day running of the IRC Freetown Office and is the focal person providing key support on all Administration functions. S/he is also responsible for the tracking and payment of all utility bills. The position will also be responsible for directly managing all office and guest house cleaners.

SPECIFIC DUTIES AND RESPONSIBILITIES

Administration

• Responsible for all travels payment and accommodation for national and international staff and visitors

• Liaise with the relevant Ministries for immigration protocols for expat staff and visitors to the program.

• Responsible for flight bookings with designated travel agencies and full compliance as mandated by IRC policies and procedures

• Ensure that mails are sent to the different location (Normal shuttle) and the monthly sky pack to New York.

• Oversee the provision of clerical services, including photocopying, pigeonholes, and administration forms.

• Update and distribute IRC Sierra Leone Job Bulletin

• Prepare Quarterly Purchase request for Office supplies, Stationery, Cleaning items and toiletries, etc. and provide management oversight and coordination in the supply and maintenance of all office and house supplies.

• Prepare payment requests and ensure that all utility bills for office, guesthouses and residences are collected and processed for payment in timely manner. This includes:

  • Airtel auto top up and postpaid bills

  • Guma water bills

  • NPA electricity bills

• Report and follow-up with logistics on any repairs needed at the office

• Keep track of projector, projector screen and flip charts issued to staff for meetings and workshops.

• File a hard copy of every monthly report produced.

• Direct line manages and supervise the office cleaners in line with their JDs

• Work closely with the security guards to ensure that gate signing on sheets are completed and filed appropriately.

• Outside of obligation to inform the Administration & HR Manager and/or the Admin HR Coordinator and to maintain confidentiality and professional ethics for all personnel paperwork, records, and issues.

• Perform other duties as needed or requested by the Senior Administration Manager, HR Manager, or the Senior Operations Coordinator.

• Report and follow-up with logistics/supply chain on any repairs needed at the residences

• Ensure all IRC residence requiring DSTV are connected, and support staff as required in their subscription payments.

• Maintain inventory of household items including items stored in the admin Stores located at the Madongo Town apartments.

• Keep track of cell phones and sim cards issued to visitors or staff.

• NASSIT – updates and work with officials

• Ensure clean facility in office and guest houses

• Monitor the tracking systems for leave for national staff

• Monthly cash Projection and submit to Finance

• Any other responsibility assigned/delegated by the Admin & HR Manager

KEY WORKING RELATIONSHIPS

External: Ministry of Labour, Social Welfare and Industrial Relations, NGO’s, Communication & Utility Companies, Hotel/Guesthouse owners, Newspapers, and radio media, NASSIT, NRA, CFC, AIC, etc.

Internal: Senior Administration Manager, Senior Operations Coordinator, HR Manager, Country Director, DDO, Finance, Logistics, Admin/HR Manager and Program Departments.

QUALIFICATIONS

Education:

• Diploma or Certificate in business administration or similar professional qualification

Experience:

• At least two (2) years of prior professional experience in a similar position

• Experience in supervising staff

Skills and Abilities:

• Advanced proficiency in Microsoft Windows, Word, Excel, Access and Microsoft Outlook

• Must be detail-oriented and able to work independently with minimal supervision.

• Excellent interpersonal, organizational, communication and time management skills

• Ability to organize tasks simultaneously, prioritize work and ensure tasks are completed by deadline

• Previous experience providing administrative support.

• Previous experience with INGO.

• Strong oral and written communication skills

• Honest, reliable and trustworthy

• Fluency in spoken and written English

• Ability to work under pressure.

• Ability to maintain the highest degree of discretion and confidentiality

• Willing to adhere to and carry out the IRC rules.

How to Apply

Qualified and interested individuals should click on the button below to apply.