Administrative Officer

Job Description

Role

As an active member of the TI the AO-TI contributes to the planning, coordination and delivery of costefficient and timely services such as premises management and maintenance, logistics, procurement and assets management, organises provision of ICT and security infrastructure and services. S/he compiles data and prepares accurate and timely reports on the TI related administrative and financial activities. S/he coordinates the daily work of the project assistants assigned to the TI, arranging training as appropriate.

Functions / Key Results Expected

• In collaboration with the RO-MED administration team, identify the required services for the TI in line with its budget, ensuring that budget limits are adhered to.
• Coordinate with the respective landlord with regard to maintenance and repairs in accordance with the lease agreement.
• Identify requirements and coordinate with the RO-MED administrative team regarding the procurement of office supplies (furniture, office materials, cleaning materials etc.)
• Administer insurances according to ICMPD insurance policy as well as services such as water, electricity, heating, cleaning, etc.
• Set and execute a schedule of maintenance/cleaning, inspections (external and internal).
• Administer the contract management of service providers to the TI.
• Maintain and update a physical inventory (spreadsheet) of shared assets and project assets. Undertake a physical count of assets.
• Maintain and update the office plan and organise functioning workplaces for staff.
• Organise logistical support including administration of travel (international/local), training room management including audio-visual equipment.
• Assist in the recruitment of TI related project staff and experts, initiate recruitment processes, and administer the monitoring of experts, collect time sheets (project staff and experts) and process reimbursement of experts.
• In coordination with Quality Assurance and Compliance Officer, administer the TI Document Management, both in line with national and ICMPD requirements, including maintaining file lists, paper and electronic files, liaising with relevant units on trainees’ records management issues, providing information to colleagues on records management standards and practices, facilitating paper and electronic file transfers and retrievals.
• Ensure that financial and administrative documentation related to office management in the TI is organised and maintained according to ICMPD´s documents management system.
• In coordination with RO administrative team, provide support to the preparation of the financial reports related to the TI management implementation, following up on deadlines, and prepare accurate and timely reports for financial and administrative activities.
• Maintain administrative and financial files and records according to ICMPD procedures.
• Compile documentation in support of audits.
• Upload documents to SAP and initiate SAP processes (travel, procurement, recruitment of project staff, personnel and experts) if required.
• Support liaison activities with national authorities related to RMhe accreditation of the Training Institute (MCP-Med) and undertake appropriate follow-up activities as required.
• In close coordination with the Administrative Officer-RO-MED, as Designated ICMPD Security Focal Point for the Regional Office (RCO) MED, and in line with ICMPD’s and national security rules and regulations for educational institutions, support the implementation of safety and security measures for the TI and assist in the implementation of staff/trainees security measures.
• Ensure continual implementation and suggest any improvement to the TI’s Health and Safety Policy, performing the role of H&S Officer focal point for the TI.
• Advise project staff on ICMPD´s rules, processes and procedures, providing coaching and organize training to project staff in coordination with RO administrative team.
• Coordinate and monitor the daily work of the project assistants assigned to the TI and arrange for training as appropriate.

Required Expertise

• Effective resource planning and implementation of facility and office management services;
• Capability to explore ways to deal with common facility and office management challenges and propose improvements to the way they are planned and delivered.
• Ability to integrate new approaches and innovations and ensure the cost-effective use of resources.
• Capability to successfully build networks and partnerships.

Qualifications, Experience and Language Skills

• Master’s Degree related to the area of work.
• Minimum of 3 years of position-specific experience in facility/office management services and administration at a local level in international organisations or NGOs. Previous experience in a similar function in international organizations and/or educational institutions, is an advantage.
• Experience in establishing effective partnerships and networks in an international context.
• Proficiency in (verbal/written) English, proficiency in a major EU language or Arabic is an asset.
• Proficiency in use of standard IT tools.

Closing Date:

About the Organization

More information