Overview
Oversees the effective administration of the Country Office by managing office operations, accommodation, documentation, and administrative services, ensuring efficient, professional, and compliant support.
Key Responsibilities
- Serve as the first point of contact for general enquiries.
- Oversee the receipt, logging, distribution, and tracking of all incoming deliveries.
- Coordinate all outbound shipments.
- Establish, maintain, and continuously improve administrative filing systems.
- Manage the secure storage and archiving of Administration Unit records.
- Develop and maintain administrative databases, mailing lists, and records management systems.
- Manage and coordinate the office calendar.
- Document, review, and optimize administrative processes.
- Develop and maintain process flow documentation for all Administration functions.
- Establish, implement, and regularly update Standard Operating Procedures (SOPs).
- Support onboarding and ongoing training of staff on administrative systems.
- Coordinate end-to-end travel arrangements for staff and visitors.
- Manage logistics and accommodation for missions, emergency deployments, and official visitors.
- Coordinate the shipment and handling of personal effects for staff onboarding and offboarding.
- Plan, coordinate, and monitor logistics and budgets for internal meetings, workshops, and events.
- Oversee the delivery of workshops, conferences, and official events.
- Manage meeting room bookings and virtual conferencing facilities.
- Maintain a comprehensive and up-to-date asset inventory.
- Ensure timely maintenance and functionality of office infrastructure and equipment.
- Oversee office premises management.
- Coordinate preventative, corrective, and predictive maintenance of facilities and fleet.
- Identify and secure suitable accommodation for staff and visitors.
- Act as the primary liaison with landlords and property managers.
- Collaborate with the Head of Country Cluster Office and Administrative & Security functions to ensure business continuity.
- Maintain and manage a vetted vendor and supplier database.
- Lead supplier prequalification processes.
- Manage the e-contracting system.
- Support procurement processes.
- Oversee the procurement of goods and services.
- Manage the procurement and replenishment of office groceries and consumables.
- Forecast and monitor administrative expenditures.
- Manage office supplies and stationery.
- Coordinate with IT teams and service providers to ensure uninterrupted functionality of IT and telecommunications systems.
- Facilitate onboarding of new staff by ensuring the provision of IT equipment and productivity tools.
- Coordinate maintenance, replacement, and tracking of IT equipment.
Required Experience
- Experience of working in and managing office administration and basic protocol, including filing, liaison with organizations, translation/interpretation and report writing.
- Experience in working in a diplomatic institution, embassy or international organization.
- Experience in maintaining program, contractual and confidential files.
- 5 years of experience working for humanitarian organization in the same role.
- Red Cross/Red Crescent knowledge and experience.
