Background information about the job or company

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.

Job Overview/Summary:

The Administrative Assistant (Programs) will act as the point of contact for all staff in the PROTECT SRHR Project, providing administrative support and managing their queries. Main duties include managing office stock, preparing regular purchase and payment request and reports, preparing periodic procurement plans and organizing program records.

Qualifications or requirements

• University degree in Business Administration, Secretarial Studies, or related area of study.
• At least 3 years relevant work experiences, with administrative tasks.
• Work experience in administrative support of a development program/project is an advantage.
• Demonstrates ability to work in teams, solve problems, prioritize workloads, meet deadlines, and work well under pressure is highly desired.
• Previous experience working with an international NGO in a cross-cultural setting, in administration sector.
• Proficient with computer technology and Microsoft Office applications including Microsoft Word, Excel, Power-point, Outlook.
• Strong oral and written communication skills.
• Strong organizational, interpersonal skills.
• Fluency in English is required.
• Must be able to work with minimum supervision while being a strong team player.

• Draft and follow up on office purchases and payment requests for PROTECT SRHR sector.
• Manage program/office supplies through receiving and making release orders.
• Support the Managers within the sectors to review PR tracking sheets shared by supply chain on weekly basis.
• Participate in the development of quarterly procurement plan for the sector.
• Act as a liaison between program, supply chain, finance and HR office on program requirements
• Organize a filing system for important and confidential documents.
• Maintain a program calendar and schedule appointments
• Book and/or schedule meeting/training venues for PROTECT SRHR activities as required.
• Liaise with Managers within the sector to schedule in-house and external events.
• Work with the Managers to ensure staff submit their timesheets to HR in time.
• Ensure staff relevant information is shared with HR/Admin on a regular basis.
• Communicate any staff welfare concerns to the HR/Admin officer on a regular basis.
• Proactively share documentation gaps with M&E team and the program team for action and collective intervention
• Participate and represent PROTECT SRHR in coordination meetings as requested.
• Support monthly data entry into the data disaggregation tool/systems for the project.
• Perform any other duties as maybe required by the program.

• Ability to work in teams
• Problem-solving
• Prioritizing workloads
• Meeting deadlines
• Working well under pressure
• Proficiency with computer technology and Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
• Strong oral and written communication skills
• Strong organizational skills
• Strong interpersonal skills
• Ability to work with minimum supervision
• Strong team player

• University degree in Business Administration, Secretarial Studies, or related area of study.
• At least 3 years relevant work experiences, with administrative tasks.
• Work experience in administrative support of a development program/project is an advantage.
• Previous experience working with an international NGO in a cross-cultural setting, in administration sector.
• Fluency in English is required.