Administrative Officer – Global Operations & Facilities Department – Office of Corporate Services

IFDC is a public international organization active in 27 countries in Africa, Asia, and America. IFDC uniquely approaches the global issues of food security and poverty by bridging the gap between research and impact, combining science-based innovations, holistic market systems development, an enabling policy environment, and strategic partnerships to assist farmers and countries to identify and scale sustainable agricultural solutions, including improved nutrient use efficiency. These approaches are needed to boost soil health and crop productivity while reducing the environmental impact of fertilizer use. IFDC translates research into action by using locally driven, environmentally sound, and impact-oriented solutions. With our partners, we seek to close the yield gap, eradicate global hunger, safeguard the soil on which our lives depend, and generate economic resilience for farming households and the countries in which they live. 

 

• Serve as the first point of contact for IFDC office: oversee guests, manage and direct office mailing and communication;

• Attest routine maintenance of the office facility and ensure the office meets the required security and health standard;

• Plan and execute regular and emerging office meetings and events and coordinate the office administrative errands;

• Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate departments (Finance, HR, IT, etc.);

• Work closely with HR team to prepare for and be ready to promptly respond to emergent situations;

• Support in the onboarding process for new admin staff;

• Arrange and coordinate in-house and off-site conferences, retreats and other official staff events;

• Support the Country Director in the coordination of staff meetings;

• Manage the receipt of all procured goods within the country and verify that they meet the specifications outlined by the requester;

• Control and manage IFDC equipment, (disposal, inventory and manage fleet of vehicles);

• Monitor the administration and management of service provider contracts and management of office supplies;

• Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors;

 

• Coordinate the stay and visit of office visitors to ensure they are well taken care of before and during their visit; 

• Arrange travel and hotel reservations, purchase flight tickets, for project staff on official trips and project activities;

• Handle staff Insurance (Health insurance and Group life/Group Accident Insurances);

• Coordinate and assist in the logistics arrangements for local and international travel documentation such as visas, passports, accommodation, bus/vehicle hires etc;

• Contribute to ongoing improvement of travel policy and processes;

• Work in tandem with AdTrav travel agency to support travel arrangements for IFDC employees and guests. Administer IFDC’s internal travel approval process and act as a liaison for the coordination of travel with travel agent and employee.

 

• Ensure that IFDC office remains compliant and maintains the necessary registrations and licenses with regulatory bodies, country permits and the government;

• Work closely with the appointed immigration consultant/staff to manage other Country Nationals visa and work permit processes in addition to keeping record of staff visa and work permits timelines and renewal dates;

• Provide periodic administration reports or as per the need to the Country Director; 

• Perform any other duties deemed necessary and requested by the supervisors.

 

Other Responsibilities:

• Supervise all the IFDC Drivers and Administration Assistants (if any).

 

• Bachelor's degree in business administration, business management, administration, supply chain management or any other related field and flair for detail;

• A certification in office administration is a plus;

• Over 7 years practical experience in office management or similar post in the NGO sector;

• Strong computer skills with experience in MS office software, and communication tools (e.g teams, zoom);

• Proficiency in English, both in verbal and written communication;

• Ability to communicate in French, as a second language, would be a definite advantage;

• Ability to work independently under pressure and meet tight deadlines;

• Ability to work in a multidisciplinary and international environment;

• Strong interpersonal skills, teamwork skills with ability to maintain effective work relationships;

• Great organizational skills and attention to detail in operationalization of administrative tasks;

• Strong sense of integrity and personal commitment to the achievement of goals.

 

The incumbent will provide support to the Country Director in country administration issues while working closely with the Country Procurement Officer by performing oversight role in administrative management of the country office and ensure uniformity and compliance to IFDC policies.  

 

This is a national recruitment with a duty station at the IFDC office based in Abuja Nigeria.

 

IFDC's benefits include annual and sick leave, health and group life insurance coverage, a 13th-month salary, social security and pension contribution in compliance with local laws and end-of-contract benefits.

 

The salary grade for this position is BG 7.

The determination of new employee salaries takes into account various factors. These include the salary range linked to the assigned job grade, the candidate's qualifications in relation to the job's responsibilities and prerequisites, internal fairness, the competitive state of the job market, as well as potential organizational and budgetary considerations.

 

IFDC is committed to fostering, cultivating, and preserving a culture of diversity, equity and inclusion, and offers equal employment opportunities based on ability, performance, and potential. Equal opportunity is integral to the recruitment and selection practices at IFDC. IFDC recognizes the value in recruiting employees with different backgrounds, knowledge, experiences, perspectives, and beliefs. IFDC recognizes and values the contribution of people with a diverse background in capabilities, experience, and perspectives. Diversity encompasses gender, age, experience, education, ethnicity, religion, sexual orientation, and cultural backgrounds as well as other dimensions such as lifestyle and family responsibilities.