JOB OFFER – IRC International Rescue Committee CAMEROON, NGO: Administration & Facilities Officer, Yaounde

Requisition nº: req43682

Job title: Administration &Facilities Officer/Senior Administration&Facilities Officer

Sector of activity: Supply chain

Type of contract: Fixed term

Employment rate: Full time

Open to expatriates: No

Place of work: Yaounde, Cameroon

Working conditions :

Job description

 

IRC-Cameroon is looking for a strong profile to head up administration and facilities activities throughout the country. Depending on the profile and experience of the selected candidate, they may either become Admin &Facilities Officer or Senior Admin &Facilities Officer.

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IRC-Cameroon is looking for a strong profile to lead administration and installation activities throughout the country. Depending on the profile and experience of the selected candidate, he may become Admin &Facilities Officer or Senior Admin &Facilities Officer.

 

Position overview:

· Under the supervision of the operations Coordinator, the (Senior) Admin & Facilities Officer is responsible for carrying out the administrative and transport tasks required for the smooth running of the office. He/she will work closely with all sectors (Program, Finance, Supply Chain and Security). He/she will also work closely with partners outside IRC.

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 Job Overview:

Under the supervision of the Operations Coordinator, the (Senior) Admin & Facilities Officer is responsible for carrying out the administrative and transport tasks necessary for the proper functioning of the office. He/she will work closely with all sectors (Program, Finance, Supply Chain and Security). He/she will also work closely with partners outside the IRC.

 

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Main responsibilities:
General administrative responsibilities:
Properly organize the Yaoundé office to meet the needs of the department.
In collaboration with the Human Resources and Security departments, and in liaison with local authorities, prepare the necessary documents for international staff and visitor visas, work permits and other government-related administrative requirements.
Ensure that all utility bills for the office, guest house and individual apartments are collected and processed for timely payment.

Administrative management
Provide administrative assistance for all travel and accommodation needs of national and international staff and visitors.
Provide administrative assistance for visa and residence permit renewals.
Follow-up on rental contracts for the guest houses and individual accommodations.
Ensure that updated pre-arrival and arrival documents are communicated to visitors.
Oversee the provision of office services, including photocopying.
Ensure that all quarterly purchases of office supplies, stationery, cleaning, and toiletries, etc. are made on all bases. And ensure the supervision and coordination of their procurement, maintenance, all office, and house supplies on all sites.
In collaboration with the logistics department, assist with the supply of household materials and ensure that the needs of maintenance staff in the guest house(s) and office are taken care of.
Supervise the Yaoundé housekeeper.
Work closely with security guards to ensure that sign-in sheets at the door are completed appropriately.
Report and follow up on all necessary office repairs.
Keep track of all items such as projectors, flip stands, chalkboards, for meetings and workshops.
Responsible for preparing correspondence, sending, receiving, transmitting and/or distributing, as well as archiving physical mailings.
Manage submission envelopes for tender/recruitment notices to requesting departments.
Monitor with colleagues at other bases all office tax registrations and payments.
Ensure that administrative procedures are in place on all bases and monitored via a tracker.
Make support and capacity-building visits, at least two (2) per base in a fiscal year.
Responsible for preparing, monitoring, and managing rental contracts (all bases),

Procurement:
Lead interactions with selected contractors linked to guesthouse and office rental, under the direction and supervision of Operations.
Lead the establishment of various service contracts for the office ensuring full compliance with IRC procurement policies.
Ensure the registration of all leases of all IRC Cameroon residences and offices in the relevant state departments.
He/She ensures that all utility bills for the office, guest house and individual apartments are collected and processed for timely payments.
Provide administrative assistance for purchase requisitions, expenses and expense reimbursements (non-PO Payment.)

Logistics, transportation and travel:
Work with the Chief Driver to ensure a properly staffed and equipped transportation function to support IRC vehicle operations and policies in Yaundé and on bases in colaboración with the procurement department;
He/She is the focal point for all air travel requests (domestic and international);
He/She manages and processes all air travel requests.
Produce a Travel Data Collection report.
Produce a report on electricity consumption (CO2 report).
Ensure that the Yaundé Chief Driver produces a weekly movement plan and ensures its effective follow-up.
Set up a tracker to monitor travel-related tasks for all bases.

Facilities and supplies management
Manage the process of receiving, recording and tracking requests for space, accommodation and supplies;
Contribute to the identification of new facilities as required;
Identify and track requests for repairs and/or supplies needed in hotel houses and permanent staff residences, and refer to the SC department for action where appropriate;
Manage the inventory of Yaoundé office supplies (stationery, cleaning and kitchen products, toners, etc.) and promptly inform the SC department of replenishment needs for the Yaoundé office;
Ensure that all office equipment is stocked with the necessary supplies (toner, paper, etc.).
Revise and verify invoices received for facilities (offices, hotel houses, permanent staff residences), including utilities, maintenance, provision of standard materials, new furniture or equipment and; Review invoices for completeness in accordance with invoice data.
Ensure that offices and accommodation are well managed and maintained.

Communication and archiving
Ensure the management of the Procurement documentation archiving system (paper and electronic) and contribute to the updating of files if necessary, concerning administrative purchases.

Deliverables
Produce a weekly report on international and domestic travel
Produce a document status report (Visas, permits and residence) for expats;
Produce a monthly report on the status of payments of the leases, registration of; contracts and taxes for offices, residences and guesthouses for the country program;
Produce a tracker to manage the end dates of contracts and leases and the following actions

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Main Responsibilities:
General Administrative Responsibilities:
Properly organize the Yaounde office to meet the needs of the department;

In collaboration with the Human Resources and Security departments, and in liaison with local authorities, prepare the necessary documents for international staff and visitor visas, work permits and other government-related administrative requirements;
Prepare payment requests and ensure that all utility bills for the office, guesthouse and individual apartments are collected and processed for timely payments

Administrative management
Provide administrative assistance for all travel and need for accommodation of national and international staff and visitors.
Provide administrative assistance for the renewal of visas and residence permits.
Follow-up of rental contracts for the guest house, guest houses and individual accommodation.
Ensure that updated pre-arrival and on-arrival documents are communicated to visitors.
Oversee the provision of office services, including photocopying.
Ensure that all quarterly purchases of office supplies, stationery, cleaning and toiletries, etc are done on all bases. And provide supervision and coordination of their supply, maintenance, all office and house supplies at all sites.
In collaboration with the logistics department, assist in the provision of household equipment and ensure that the needs of maintenance staff in the guest house(s) and in the office are taken care of.
Supervise the Yaoundé Maintenance Officer
Work closely with security guards to ensure gate attendance sheets are completed appropriately
Report and follow up on any necessary repairs in the office.
Follow up on all items such as projectors, flip stands, boards, for meetings and workshops
Responsible for preparing correspondence, sending, receiving, transmitting and/or distributing, as well as archiving physical shipments.
Manage the submission envelopes for tender/recruitment notices to the requesting services
Follow with colleagues from other bases all registrations and payment of office taxes.
Ensure that administrative procedures are in place at all bases and monitored through a tracker
Make support and capacity building visits at least 2 visits per base in a fiscal year
Responsible for preparation, monitoring and management of rental contracts (all bases),

Procurement:
Lead interactions with selected contractors, under the direction and supervision of the Supply Chain Manager.
Lead the establishment of various program and office service contracts ensuring full compliance with IRC procurement policies.
Ensure the registration of all beautiful of all IRC Cameroon residences and offices in the competent services of the state.
Prepare payment requests and ensure that all utility bills for the office, guest house and individual apartments are collected and processed for timely payments.
Provide administrative assistance for purchase requisitions,

Logistics, Transport and Travel:
Work with the Chief Driver to ensure an adequately staffed and equipped transport function to support IRC vehicle operations and policies in Yaundé and on bases in collaboration with the purchasing department;
Serve as the focal point for all air travel inquiries (domestic and international);
Manage and process all air travel requests.
Develop a Travel Data Collection report.
Generate electricity consumption report (CO2 report).

Ensure that the Chief Driver of Yaundé produces a weekly movement plan and ensures its effective follow-up.
Set up a tracker to track travel-related tasks.

Facilities and Supplies Management
Manage the process of receiving, recording and tracking requests for space, accommodation and supplies;
Contribute to the identification of new installations, if applicable;
Identify and track requests for necessary repairs and/or supplies in hotel houses and staff permanent residences and refer to SC department for action as appropriate;
Manage the inventory of Yaoundé office supplies (stationery, cleaning and kitchen products, toners, etc.) and promptly inform the SC department of resupply needs for the Yaoundé office;
Ensure that all office equipment is stocked with the necessary supplies (toner, paper, etc.).
Review and verify invoices received for facilities (offices, hotel houses, permanent staff residences), including utilities, maintenance, supply of standard materials, new furniture or equipment and; review invoices to verify that they are complete in accordance with the invoice data.
Ensure that offices and accommodation facilities are well managed and maintained.

Communication and Archiving
Manage the procurement archiving system (paper and electronic) and contribute to updating files if necessary, concerning procurement or administrative procurement.

Produce a weekly report of international and national trips
Produce a state of documents (Visas, permits and residence) of expatriates;
Produce a monthly report of the status of fine payments, registration of contracts and taxes for offices, residences and Guesthouses for the country program;
Produce a tracker for managing the end dates of contracts and leases and subsequent actions

Profile

Education and Experience
Bachelor’s degree in administration, business management, industrial engineering or related field, or equivalent experience.
At least 4 years’ experience in international travel and administration management.

Job requirements:
Ability to write narrative and analytical spreadsheet reports;
Proven computer skills in MS-Word, MS-Excel advanced, MS-Access and other related programs are required;
Ability to plan, prioritize, coordinate and multi-task;
Ability to work under pressure and meet deadlines;
Strong organizational, interpersonal and communication skills;
Ability to work with a multicultural team
Ability to work as part of a team, prioritizing high volumes of work while meeting tight deadlines.
Familiarity with the functioning of public services in Cameroon, ability to work with minimum supervision.
Ability to synthesize information.

Languages:
Excellent writing and communication skills in French and English.

Work environment:
Supervisor: Operations Coordinator
Supervised: Maintenance workers / Cooks
Technical supervision: Base Admin/Ops Assistants
Indirect reports: Field coordinators
Other professional contacts:
Internal: HR – Programs – All staff
External: MINREX, MINAT, Immigration, Police and other public administrations; admin departments of other INGOs

Standards of Professional conduct:
The IRC and its employees are bound by the values ​​and principles set out in the IRC Way code of conduct, namely integrity, service, and responsibility. In line with these values, the IRC applies and implements policies relating to the protection of beneficiaries against exploitation and abuse, the protection of children, freedom from harassment in the workplace, fiscal integrity, the fight against retaliation, the fight against human trafficking and much more.
Diversity, inclusion, and gender equality
IRC recognizes and honors the fundamental value and dignity of all individuals. We are an equal opportunity employer and consider all applicants based on merit, without regard to race, sex, color, national origin, religion, sexual orientation, gender identity, age, marital status, veteran status or disability. IRC is also committed to reducing the gender gap in management positions. We offer benefits that create an environment conducive to women’s participation in our workforce, including parental leave, gender-sensitive safety protocols and other benefits.
We will ensure that people with disabilities are provided with reasonable accommodation to participate in the application or interview process, perform the essential functions of their job and enjoy other benefits and privileges of employment. Please contact us to request accommodation.

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Education and Experience
Bachelor’s degree in administration, business management, industrial engineering or related field, or equivalent experience.
At least 4 years of experience in administration and international travel management.

Job Requirements:
Ability to write narrative and analytical spreadsheet reports;
Proven computer skills in MS-Word, advanced MS-Excel, MS-Access and other related programs are required;
Ability to plan, prioritize, coordinate and multi-task;
Ability to work under pressure and meet deadlines;
Strong organizational, interpersonal and communication skills;
Ability to work with a multicultural team
Ability to work in a team, prioritize high volumes of work while meeting tight deadlines.
Familiarity with the functioning of public services in Cameroon, ability to work with minimal supervision
Ability to synthesize information.

LANGUAGES :
Excellent writing and communication skills in French and English.

Work Environment:
Supervisor: Operations Coordinator
Supervised: Cleaners / Cooks
Technical Supervision: Base Admin/Ops Assistants
Indirect Reports: Field Coordinators
Other Professional Contacts:
– Internal: HR – Programs – All staff
– External: MINREX , MINAT, Immigration, Police Services, and other public administrations; admin services of other INGOs

Standards of professional conduct:
The IRC and its employees are bound by the values ​​and principles set out in the IRC Way code of conduct, namely integrity, service and responsibility. In accordance with these values, the IRC applies and implements policies relating to the protection of beneficiaries against exploitation and abuse, the protection of children, the absence of harassment in the workplace, the tax integrity, anti-retaliation, anti-human trafficking and more.
Diversity, inclusion and gender equality
IRC recognizes and honors the fundamental worth and dignity of all individuals. We are an equal opportunity employer and we review all applicants on merit, without regard to race, gender, color, national origin, religion , sexual orientation, gender identity, age, marital status, veteran status, or disability. The IRC is also committed to reducing the gender gap in leadership positions. We offer benefits that create an enabling environment for women to participate in our workforce, including parental leave, gender-sensitive safety protocols, and other benefits.
We will ensure that people with disabilities are provided with reasonable accommodations to participate in the application or interview process, perform essential job functions, and receive other employment benefits and privileges. Please contact us to request an accommodation.

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Female candidates are strongly encouraged to apply

Deadline for apply: August 19, 2023
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Female candidates are strongly encouraged.

Application deadline: August 19, 2023

 

All applications must be submitted ONLINE at:

https://rescue.csod.com/ux/ats/careersite/1/home?c=rescue&country=cm