Contexte/Résumé de l’IRC :
L’International Rescue Committee, l’une des plus grandes agences humanitaires au monde, fournit une aide d’urgence, de réhabilitation et de reconstruction post-conflit aux victimes de catastrophes naturelles, d’oppression et de conflits violents dans 42 pays. L’IRC s’engage à faire preuve d’un leadership audacieux, d’innovation et de partenariats créatifs. Actif dans les domaines de la santé publique, de l’éducation, des moyens de subsistance, de l’autonomisation des femmes, du développement de la jeunesse, de la protection et de la promotion des droits, l’IRC aide les personnes du mal au bien.
L’IRC est entré au Nigeria en octobre 2012 en réponse à une inondation catastrophique de grande ampleur. L’équipe d’intervention d’urgence de l’IRC, avec son partenaire local CISCOPE (Coalition de la société civile pour l’éradication de la pauvreté), a mis en œuvre un projet visant à soutenir les moyens de subsistance et à améliorer le système WASH dans l’État de Kogi de février à mai 2013. Ce projet a été suivi d’un programme de nutrition et de sécurité alimentaire de 3 mois au même endroit d’octobre 2013 à janvier 2014. L’IRC est maintenant en train d’établir une présence à long terme au Nigeria. Un bureau a été établi dans l’État d’Adamawa, au nord-est du Nigeria, et fournit une assistance humanitaire essentielle aux personnes touchées par le conflit.
Requisition ID: req37079
Job Overview/Summary:
The Travel and Administrative Assistant, under the supervision of the Senior Administrative Officer, is responsible for all UNHAS Helicopter travel services/bookings and will support on office administration and other related duties. She/He will work closely with the Admin team and the country travel team in the management of all travels and administrative support.
Responsibilities:
Bookings:
Book all UNHAS Helicopter travel requests and share timely communications on confirmations/updates to concerned travelers, focal persons and UNHAS.
- Responsible for the facilitation and booking of UNHAS Helicopter cargo requests.
- As part of UNHAS flight booking requirements, prepare introduction letters for IRC visitors and IRC staff without ID cards.
- Book all UN hub accommodation in Borno State and share timely communications on confirmations/updates to concerned travelers / Field Coordinators/ SAMs/focal persons.
- Book all hotel accommodation requests in Maiduguri, Borno state.
- Bookings of accommodations and arrangements of airport pick-up for workshop participants as requested.
Payment and Reconciliation:
- Process and reconcile all accommodation (hotel and UN hub) payments on weekly basis.
- Work closely with Travel Officer in Abuja and other UNHAS focal persons on any reconciliation task regarding UNHAS bookings
Visa Support:
- Work closely with Admin Officer in Abuja for timely renewal of visa/residence permit and support the HR Coordinator on submission of NIS monthly report.
Movement Plan/Update:
- Support the transport team and update the security team on the movement plan by sharing the daily accommodation tracker.
Tracking, Records and Reporting:
- Ensure that all UN hub and hotel bookings requests are made in writing (email) and copies of booking requests, TAFs and other supporting documents are available in designated Admin folder (both hard copy and Box) for record/tracking purposes.
- Track of all UNHAS flight bookings requests according to dates, user, location and store same on designated Box folder.
- Ensure that duplicate copies of UN Hub accommodation payment invoices/receipts and TAFs are maintained in Admin for record and reconciliation purposes and store same on designated folder on BOX.
- Track of all UN Hub accommodation bookings according to dates, user, Location and grant charges and store same on the designated folder on BOX.
- Compile and share weekly report of all UNHAS Helicopter bookings and accommodations (UN Hub and Hotels)
Compliance:
- Ensure that all travel request documents comply to IRC travel SOPs before booking and flag up any compliance concerns to the Senior Admin Officer in Maiduguri and where applicable Travel Officer in Abuja.
- Make UNHAS bookings in line with UHAS Standard Operating Procedures.
Office Administration Management:
- Support the Senior Admin Officer in the day-to-day management of IRC leases/facilities, records, purchase request of office supplies and airtime, payments and supervision of other support staff.
Other Human Resources/Administration Functions:
- Read, review and become knowledgeable of the IRC Global HR Policies and Procedures
- Perform other related duties as required by supervisor.
Key Working Relationships:
Position Reports to: Snr. Admin Officer
Position directly supervises: Cleaners, Cooks and other Casual staff
Indirect Reporting: HR /Admin Coordinator and Snr. HR Coordinator
Other Internal and/or external contacts:
Internal: All Staff, visitors and partners
External: UNHAS/WFP, INGO-Forum, UN Hub, Hotels etc.
Qualifications
- University Studies/ Higher Education in Human Resources, Business Administration, or any other related course.
- 1 year of experience in similar position.
- Previous NGO experience will be an added advantage
- Strong organizational, interpersonal, and communication skills;
- Strong written and oral English communications skills
- Excellent computer skills including MS Word, Excel, PowerPoint and Outlook
- Ability to present information effectively; experience providing training and staff development a plus
- Strong skills in collaboration with multi-cultural and diverse teams
- Commitment to consistently improving and developing innovative solutions in response to HR/organizational Country Program challenges.
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 organization’s goals, work well as a member of a group/team, and respect the thoughts and opinions of others in the team.
Standards for Professional Conduct:
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.
