Erd Admin Officer

Background/IRC Summary: 

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria - more than half of the country's population - need humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Job Overview/Summary:

The ERD Program Administrative Officer will facilitate the implementation of ERD activities by managing administrative, procurement, logistics, and financial needs. Responsibilities encompass handling purchase requests, collaborating with the supply chain, and supervising warehousing. Additionally, the role involves working closely with the finance department on cash payment documents and BOQ, supporting HR functions, and managing annual leave plans, timesheets, incentive worker payment documents, and documentation.  

Responsibilities:

Administrative tasks:

• Handle day-to-day office operations, including but not limited to office supplies,
• Ensure the development of technical approaches for all program activities and ensure ERD main and sub-outcomes are applied to programming.
• Support the raising of PRs alongside BvA and Integra operators, following up on the approval and documentation of purchase requests and cash advances from program staff to supply chain and finance!
• Collaborate with supply chain to research market prices for the preparation of purchase requests
• Supervise the delivery of program items and serve as the ERD focal point for warehousing in your area of operation; work with the Warehouse Officer to track delivery, inventory, and dispatching of all program materials to needed locations.
• Work on the all-cash payment process alongside CROPS (Cash Relief Operation Process Standard), and all relevant documents are signed based on the IRC finance matrix authorization and delivered to the supply chain and finance department.
• Work with program officers to ensure materials are dispatched to accurate program locations on time and ensure the delivery of these items and supplies.
• Collect inventory lists in warehouses. Share lists with the Concerned on a biweekly basis.
• Collect ERD time sheets, leave requests, and leave plans at the end of the month from HR and line staff, updating leave and leave trackers and submitting them to the officers and managers to ensure timely payment of staff salaries.
• Collate the weekly movement plan for submission to the Transport Officer
• Coordination with finance, administration, and program departments to ensure coordinated internal controls, timely payment of vendors, and full, auditable support documentation.
• Ensure Payment Request Forms are raised promptly after delivery of supplies or completion of services, and the procurement file is complete before they are submitted to the finance department.
• Other duties as assigned by the supervisor to enable the conduct of the IRC programs
• Understand and implement standard IRC inventory management policies and procedures.
• Handle and document the receipt, handling, storage, release, and reporting of goods through the IRC warehouse(s).
• Ensure the maintenance of warehouse buildings, fittings, and equipment.
• Share monthly reports on the requests and procurements that have been processed, with status based on function grants, with ERD managers.
• Ensure that all procurement documents and payments that have been digitalized and achieved are in the IRC online box.
• Coordinate logistics for meetings, workshops, and events, including venue booking, travel arrangements, and catering.
• Prepare and distribute meeting agendas, take meeting minutes, and follow up on action items.
• Assist with HR-related tasks such as onboarding, maintaining employee records, and leave management.
• Maintain inventory records and assist in the procurement process, adhering to the organization's policies and procedures.

4. Meetings and Events:

• Ensuring that all relevant program documents, reports, and records are efficiently stored and easily accessible in a digital format. Collaborate with relevant departments to facilitate the transition to paperless operations, reducing the use of physical documents, and promoting a more environmentally friendly and efficient work environment.

Staff Performance Management, Learning & Development

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Develop and implement remote management capacity building approaches to build the strengths the teams in Syria.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train, and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.