Overview
The purpose of the Administrative Officer position is day to day implementation of the support functions responsibilities.
Key Responsibilities
- Receiving visitors to the office in a cordial and respectful manner
- Answering, forwarding, and screening phone calls in a professional manner
- Making appointments and maintaining itineraries for the Country Director and NRC visitors
- Serving as minute secretary for all administrative and staff meetings
- Recording, preparing, and filing minutes of meetings in a timely and organized manner
- Registering and distributing incoming and outgoing mail in accordance with the NRC Filing Key
- Maintaining proper records of all correspondence (incoming and outgoing)
- Handling receipts and deliveries through DHL and other courier agencies and ensuring regular follow-up on NRC shipments
- Managing and maintaining the petty cash fund of the Country Office in compliance with financial procedures
- Operating the NRC switchboard, photocopier, and ensuring updated NRC contact lists are maintained
- Making travel arrangements, including booking flights, hotel accommodation, and transport/shuttle services for staff and guests
- Booking meeting and training rooms and ensuring they are properly prepared for use
- Assisting in administrative tasks such as filing, typing, updating phone lists, and maintaining adequate stationery supplies for office use
- Keeping clear and accurate records of all office deliveries, supplies, and inventory
- Maintaining NRC archives in accordance with NRC guidelines and ensuring proper filing systems are followed
- Coordinating logistics support for visitors, including airport transfers and local transportation arrangements
- Ensuring smooth office communication and front desk operations
- Providing general administrative support to all departments as required
- Ensuring confidentiality, accuracy, and professionalism in handling office information and documents
- Performing any other related duties as may be assigned.
Required Experience
- BA degree in Management or related fields with 5 years of relevant work experience in administrative service preferably in INGO
- Experience from working as a Support Function Officer in a humanitarian/recovery context
- Previous experience from working in complex and volatile contexts
- Documented results related to the position’s responsibilities
Qualifications
BA degree in Management or related fields
