• The Administrative Manager will support the Senior Administrative Manager to oversee the administrative functions of the Country Program through a centralized platform.
• The position is responsible for maintaining and increasing the performance quality of assigned Admin team and ensuring relevant stakeholders’ satisfaction by exercising service-oriented practices.
• The Administrative Manager will oversee the department’s day-to-day functions, supervision of the Administrative Officers as well as provide support and training.
• This position is based in Maiduguri, Borno state with possible travels to other field locations in Borno, Adamawa, Yobe and the North-west states.

Responsibilities
Administrative Responsibilities:

• Ensure the submission of the consolidated KPIs for the Admin team and Administrative monthly reports.
• Supervise all activities related to administration and general administrative support across all IRC locations.
• Liaise with relevant departments/Sectors to ensure proper tracking and renewal of all Admin related agreements (Legal retainership, lease agreements, MOUs etc.).

Liaison and Government Relations:

• Supervise and offer support on visa application processes, visa extensions, residency and work permit for IRC staff and visitors.
• Maintain regularly updated databases to track visas, residency, and work permits; and ensure renewals are processed in a timely manner.
• Ensure the timely submission of the Nigerian immigration Services (NIS) monthly report.
• Ensure all IRC reporting obligations to the Ministry of Budget and National Planning (MBNP) are submitted as at when due.
• Ensure that IRC’s proper legal status in Nigeria is maintained and at both state and federal level.
• Supervise applications and documents’ submission to Nigerian Federal Government Departments and Ministries; follow up on the progress of submissions; liaise with government departments and officials to confirm any changes in official processes; ensure any changes in official processes are understood and communicated to senior management.

Lease and Facility Management:

• Manage rental agreements for offices and housing by liaising with Admin focal points across all IRC offices and IRC lawyers.
• Share consolidated lease tracker with Snr. Admin Manager and DDO on monthly basis with updates and/or areas of concern.
• Ensure that all facilities are functioning well, including housekeeping, office supplies, electricity, maintenance and repair, internet, and other communications functions across IRC offices.
• Ensure the correct utilization and operational effectiveness of office equipment and devices and take the necessary steps to address any faults or need for replacement.

Budget and Spending Plan:

• The Administration Manager will supervise and coordinate with the Admin Focal Points in all IRC locations in compiling budget on office supplies, furniture, and office equipment.
• Ensure proper monitoring of spending and proactively provide needed support on burn rates and how to better utilize spending.
• Enhance periodic office need assessments so that staff are supported with basic office needs across all the offices in real time

Other Duties:

• Any other duty as may be assigned by Supervisor.

Key Working Relationships:

• Position Reports to: Senior Admin Manager
• Position technically supervises: Admin Focal Officers (All IRC locations)
• Other Internal and/or external contacts.
• Internal: IRC staff
• External: IRC Vendors and Government Ministries or agencies, Donor organization etc.

Qualifications
Demonstrated Skills, Educational Qualifications, and Competencies:

• Education: Degree in Administration or relevant field, master’s degree an added advantage
• Work Experience: A minimum of 5 years of professional experience, including at least 2 years of relevant experience in the same or similar managerial role
• Excellent interpersonal and communication skills
• Excellent computer skills: MS Word, Excel, PowerPoint, and file sharing

Preferred skills:

• Ability to work and collaborate with a geographically dispersed team.
• Strong sense of personal integrity and work ethics.
• Attention to details.
• Capability to approach work proactively and professionally.
• Additional qualities: ability to multitask, ability to handle pressure well, ability to improvise, flexibility, cultural and environmental sensitivity.