Administrative Officer, Supply Chain

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.

Fluency in English & Arabic Required.

 

The IRC began planning to reopen an oPt country program in mid-2022 and launched an emergency response in Gaza in October 2023. The organization is currently supporting a network of local partners in both Gaza and the West Bank to sustain critical health, protection, food security, cash, education, and early childhood development interventions. The IRC is also deploying emergency medical teams to provide surge clinical capacity in hospitals and other health facilities. 

 

The IRC is working to scale its emergency response while building a longer-term oPt country program in parallel. This effort is being jointly managed by the Emergencies and Humanitarian Action Unit (EHAU) and the Middle East and North Africa (MENA) region, with a view to eventually transition the country program fully under the MENA region.

 

The Admin officer will be responsible to ensure that appropriate facilities for offices, storage and accommodation are rented and are equipped with necessary furniture and equipment all times, including required supplier and maintenance follow up and office aesthetics. They will also support logistics to oversee the IT and Assets functions within the organization.

 

Responsibilities: 

 

• Support implementing IRC standard of asset & property management policies & procedures.

• Support Maintain & update Asset Registers, including acquisitions, maintenance management, transfers.

• Coordination with field offices for Master asset reports and updating them on regular basis.

• Prepare the equipment, property and furniture inventory of the oPt offices, support and ensure that all fields offices to keep it updates in monthly basis.

 

• Ensure all Premises lease is well managed, track and renewed on time. Inform Procurement for any contract near to expiration.

• Ensure and prepare support documents and process all payment in monthly basis on time for rental of premises.

• Supporting office supply restock and inventory management of kitchen supplies, inform procurement when there is depleting stock levels. 

• Legal correspondence with authorities, letters typing, making phone bookings with government bodies under supervision of DDO and Program Manager. 

• Supporting IRC Representative on government affairs including approvals for meetings and workshops …etc 

• Manage internal meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.

• Receive, register, advise, direct and monitor internal and external visitors.

• Office maintenance and its amenities are needed for users and guests, supervising cleaners and facility management in conducting maintenance works. 

• Ensure that all necessary equipment and material is in place during meetings and conferences. 

• When required, support and manage room allocations to permanent and visiting internal staff. Including local travel and crossing travel for expatriate arrangement. 

• Manage the hotel bookings when requested

• Maintain tracker for taxi usage for cross checking with invoices

• Monitor the consumption of the cleaning materials and re-order in coordination with the supervisor.

• Ensure toilets, urinals, hand basins, sinks, baths, showers and drinking fountains are clean.

• Providing regular written reports on the status of equipment and supplies

• Perform and document routine inspections and maintenance activities

• Act as the focal point for landlord formalities and communication, in coordination with the SCC

• Follow up on payments related to facilities including common charges and utility bills in coordination with the Supply Chain team.

• Support on event planning and service delivery for IRC and partners activities. 

• Work with the Finance Officer on compiling invoices related to operations expenditures and administration and making sure charges are booked.

• Handle petty cash related to operations support including running cost for the office.

• Support the planning and organization of conferences and meetings as needed.

 

 

Position Reports to: Supply Chain Coordinator

Other Internal and/or external contacts: Regular relationships with program staff, Operations staff and country Supply Chain staff at all levels.

Internal:  All program sectors coordinators and managers.

External:  Vendors and Services providers.

 

• At least 3 years of progressively responsible professional experience as Administrative Officer 

• Previous experience in INGO or Humanitarian Sector

 

• A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct.

• Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development

• Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.

• Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context.

• Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.

• Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity.

• Curiosity, a desire to continually learn and develop and a sense of humor is a must.

• Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies. 

 

• English is required, while Arabic is desired.

• Travel: 15 % as well as attending workshops and meetings as needed.

 

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.