Admin & Logistics Assistant

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:

• The Admin & Logistics Assistant provides essential day-to-day support to the Admin and Logistics department and the wider team. The role is responsible for the efficient execution of administrative and logistical tasks, ensuring the smooth operation of the office and project activities in line with IRC policies and procedures.

Major Responsibilities:

1. Administrative Support

• Serve as the first point of contact for visitors and incoming calls, providing a professional and welcoming presence.
• Manage the office calendar and schedule appointments and meetings as requested.
• Assist in maintaining an up-to-date filing system for all administrative and logistical documents, both physical and electronic.
• Prepare and distribute correspondence, memos, letters, and forms.
• Ensure the office is well stocked with necessary supplies and stationery and assist with their distribution and tracking.
• Supervise cleaning and maintenance staff and report any issues or repair needs to the supervisor.
• Assist in the management of office assets, including labeling and tracking items.
• Support the organization and coordination of workshops, meetings, and events.

2. Logistics Support

• Assist in organizing transportation and accommodation for staff travel and project activities.
• Help with the management of the office fleet, including tracking vehicle logbooks, fuel consumption, and scheduling routine maintenance.
• Support the supervisor in managing inventory and stock in the office and warehouse, ensuring proper documentation of all movements.
• Assist with the receipt and distribution of goods, ensuring that all items are properly documented and in good condition.

3. Financial and Documentation Support

• Assist in the preparation of payment requests for administrative and logistical expenses, ensuring all supporting documents are attached.
• Handle petty cash transactions and assist with the reconciliation and documentation of expenditures.
• Maintain a record of all logistical and administrative contracts, leases, and agreements.

4. Safety and Security

• Assist in ensuring the office environment is safe and secure by reporting any security or safety concerns.
• Ensure that all staff and visitors adhere to basic office security and safety protocols.

Job Requirements:

Education (Knowledge)  

• Diploma or bachelor’s degree in business administration, Logistics, or a related field.
• 2- 3 years of experience in an administrative or logistical support role, preferably with an NGO.
• Basic knowledge of procurement and logistics procedures.
• Proficiency in Microsoft Office Suite (Word, Excel).
• Strong organizational skills and the ability to multitask effectively.
• Excellent communication and interpersonal skills.
• High level of attention to detail and accuracy.
• Proactive, with a positive and solution-oriented attitude.
• Ability to work effectively in a team environment.
• Fluency in English, French.

Skills and Abilities: 

• Strong sense of personal integrity. 
• Attention to detail. 
• Ability to multi-task. 
• Team spirit and problem-solving abilities. 
• capable of working under pressure. 

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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