Office Administration Coordinator at Norwegian Refugee Council (NRC)

Job Title: Office Administration Coordinator

Responsibilities
Generic Responsibilities:

• Ensure the smooth functioning of office, including overseeing administrative services such as office supplies, utilities, and maintenance of office equipment and facilities.
• Develop, implement, and monitor adherence to organizational administrative policies and procedures to ensure compliance with local regulations and internal standards
• Manage travel arrangements for staff, including booking flights, accommodations, visas,
• Maintain accurate records and documentation, such as contracts, leases, correspondence, and other administrative files, while ensuring data protection and confidentiality
• Provide administrative support to staff and programs, including managing meeting schedules, organizing workshops and training sessions, and facilitating effective communication within the organization

Specific Responsibilities:
Documentation: 

• Coordinate the preparation, issuance, and tracking of mission orders for staff travel
• Facilitate the processing of visas, work permits, and other immigration-related documentation to ensure compliance with host country regulations
• Create, update, and distribute comprehensive welcome packs and induction materials for new staff and visitors and ensure these materials provide essential information about the organization, office procedures, and local context
• Maintain and ensure timely renewal of all official documents, including organizational registration, operational authorizations. Liaise with legal service providers / immigration office to address documentation and compliance needs.
• Organize and oversee the reception, dispatch, and tracking of documents through commercial couriers and other services.
• Is responsible for production and distribution of staff ID Cards and business cards 

Office and Accommodation:

• Supervise staff assigned to office and residential premises, including cleaners and other support staff, ensuring timely completion of cleaning, maintenance, and other facility-related tasks.
• Oversee daily operations such as opening and closing the office, monitoring electricity, water, and gas usage, and ensuring timely payment of utility bills.
• Ensure the functionality, security, and regular maintenance of office equipment and furniture
• Manage lease agreements for all premises, including office spaces, residences, and warehouses, ensuring accurate preparation, timely renewals, and proper termination of contracts.
• Address rent-related matters and resolve issues with landlords, maintaining positive relationships and compliance with lease terms.
• Coordinate accommodation arrangements for visitors and staff, including booking rooms in residences or hotels, confirming reservations, and ensuring accurate billing processes.
• Ensure the availability of consumable and non-consumable supplies for offices and guest houses, including inventory management, procurement, and stock replenishment.
• Manage meeting room occupancy schedules, maintain furniture and equipment in good condition, and ensure the rooms are ready for use, including setting up necessary resources for meetings and events.

Travel:

• Arrange and monitor timely airport pickups and drop-offs for staff and visitors, ensuring adherence to organizational procedures and security protocols
• Handle all aspects of transport and accommodation arrangements, including booking vehicles and lodging, confirming reservations, addressing any logistical issues, and ensuring compliance with established framework agreements and budgetary guidelines.

Communication:

• In charge of management of communication (phones) including asset management, usage and billing
• Management of prepaid credit for mobile phones 

Others:

• Organizing in-house meetings and venues for general events (welcoming, staff leaving, staff meeting) or creative services (team building etc)

Critical Interfaces:

• Staff 
• Immigration Authorities / Embassies 
• Federal Authorities 
• Travel agencies 
• Estate agencies 
• Support functions : HR, Finance and Logistic Manager 

Qualifications
General Professional Skills:

• Minimum of 3 years’ experience in office administration or management within a humanitarian context.
• Documented results related to the position’s responsibilities
• Knowledge about own leadership skills/profile 
• Fluency in English, both written and verbal

Context-Specific Knowledge and Skills:

• Proven experience in administrative management, documentation, and compliance with regulations
• Demonstrated experience working with Federal Authorities and Immigration Services in Nigeria.
• Skilled in facility and resource management, including leases, utilities, and inventory
• Expertise in travel and logistics coordination, ensuring efficient transport and accommodation arrangements.
• Proficiency in communication systems management and organizing in-house events and meetings.

Application Instructions:

The application deadline is on 30th December, 2024; 11:24 AM.. Qualified and interested candidates can: Click here to apply online. It is important to visit the official website (link found below) for detailed information on how to apply successfully for this vacancy.

Website:
Official Job Website:  https://www.nrc.no/jobs/

Note:

Due to the nature of this role we will be reviewing applications on an ongoing basis and the role might be filled and closed before the closing date. Early applications are encouraged.