Admin Intern

The International Rescue Committee has been working in Somalia since 2006, providing essential services to conflict and disaster affected communities. The IRC has been operational in Central Somalia (Mudug and Galgadud regions) and Mogadishu implementing interventions in the areas of livelihood, Governance, GBV, WASH and health reaching out to more than 300,000 conflict and drought affected people.

 The Receptionist/Administrative – Intern provides the first positive image of IRC Somalia Program office due to her/his patience, ability to listen and assist visitors. She/he acts as the central point of Office checks record and dispatch all messages.

SPECIFIC RESPONSIBILITIES

• Receive & schedule all visitors to the office, respond to their requirements and maintain a record.
• Assist in booking air tickets and accommodation for the teams and other travel itinerary as per instructions from Supervisor.
• Make taxi bookings for all staff upon request,
• Raise administrative purchase requests and submit to supply chain in a timely manner,
• Assist HR/Admin Officer in preparing staff payroll and other incentives.
• Liaising with receiving office to ensure advance hotel reservations and pick up of staff and visitors at the airport.  
• Supervise the guesthouse smooth running; cleaning, meals and support to visitors keeping register of guesthouse use.
• Monitoring of general cleanness of the office, and ensure all garages are collated on weekly basis through contacting to the cleaning company.
• Maintain box/register of guesthouse and office key issuance.
• Keep orders of all stationeries and cleaning materials used in Baidoa office and get monthly stock reports from Supply Chain Department.
• Secure bookings of external meeting facilities as/and when required.
• Monitor and track utilities for staff houses, guest house and office and prepare payments in a timely manner.
• Maintain office security by following the laid down procedures for visitors.
• Ensure all security features in the office are working and notify supply chain of any failures.