Administrative Officer-IFDC Cote D'ivoire - Abidjan, Côte d'Ivoire - International Fertilizer Development Center

Description

About IFDC

IFDC is a public international organization active in 27 countries in Africa, Asia, and America. IFDC uniquely approaches the global issues of food security and poverty by bridging the gap between research and impact, combining science-based innovations, holistic market systems development, an enabling policy environment, and strategic partnerships to assist farmers and countries to identify and scale sustainable agricultural solutions, including improved nutrient use efficiency. These approaches are needed to boost soil health and crop productivity while reducing the environmental impact of fertilizer use. IFDC translates research into action by using locally driven, environmentally sound, and impact-oriented solutions. With our partners, we seek to close the yield gap, eradicate global hunger, safeguard the soil on which our lives depend, and generate economic resilience for farming households and the countries in which they live.

IFDC is currently seeking passionate individuals to join its team, as the organization continues to expand its impact and work towards creating positive changes in agriculture and sustainable soil management across the world.

The incumbent will provide support to the Country Director in-country administration issues while working closely with the Country Procurement Officer by performing an oversight role in the administrative management of the country office and ensuring uniformity and compliance with IFDC policies. She/he is responsible for managing, coordinating, and directing the country office's work in Administration and support such as travel, inventory, vehicles, and drivers.

Responsibilities

Main duties are:

Administrative and Facilities:

1. Serve as the first point of contact for IFDC office. Oversee guest, manage and direct office mailing and communication.

2. Ensure routine maintenance of the office facility and ensure the office meet the required security and health standard.

3. Plan and execute regular and emerging office meetings and events.

4. Develop and implement contextually appropriate and necessary office policies and guidelines alongside appropriate departments (Finance, HR, IT, etc)

5. Work closely with HR team to prepare for and be ready to promptly respond to emergent situations.

6. Support in the onboarding process for new admin staff

7. Responsible for arranging and coordinating in-house and off-site conferences, retreats and other official staff events.

8. Support the Country Director in the coordination of staff meetings.

9. Maintain regular and timely communication with global teams on country administrative and operational matters.

10. Oversee the use of IFDC rooms for staff events (e.g. conference and small meeting rooms) and equipment (e.g. projector, speakers, cameras etc) and ensure they are in good functioning condition.

11. Coordinating the office administrative errands.

12. Responsible for receiving all goods procured in the country and ensure procured goods meet all specifications by requester.

13. Control and manage IFDC equipment, (disposal, inventory and manage fleet of vehicles)

14. Oversee the administration and management of service provider contracts and management of office supplies.

15. Oversee screening and conducting due diligence for all pre-qualified suppliers and vendors.

Staff Travel:

1. Coordinate the stay and visit of office visitors to ensure they are well taken care of pre and during their visit; Arrange travel and hotel reservations, purchase flight tickets, for project staff on official trips and project activities.

2. Handle staff Insurance (Health insurance and Group life/Group Accident Insurances)

3. Coordinate and assist in the logistics arrangements for local and international travel documentation such as visa, passports, accommodation, bus/vehicle hires etc.

4. Contribute to ongoing improvement of travel policy and processes.

5. Work in tandem with AdTrav travel agency to support travel arrangements for IFDC employees and guests. Administer IFDC's internal travel approval process and act as a liaison for the coordination of travel with travel agent and employee.

6. Be the focal point person for visa application processes, accommodation, and local transportation for IFDC visiting staff.

Compliance and Registration:

1. Ensure IFDC Office remains compliant and maintains the necessary registrations and licensees with regulatory bodies, country permits and the government.

2. Work closely with the appointed immigrations consultant/staff to manage Other Country Nationals visa and work permit processes. Keep record of staff visa and work permits timelines and renewal dates.

3. Provide periodic administration reports or as per the need to the Country Director; and

4. Perform any other duties deemed necessary and requested by the supervisors.

Other Responsibilities:

1. Ensure that office is stocked with necessary supplies and all equipment is working and properly maintained.

2. Supervise all the IFDC Drivers and Administration Assistants (if any)

3. Prepare, process, and maintain contract agreements for service vendors, and complete required inspection, quality assurance testing, invoice processing and contract closeouts.

4. Schedules appointments and meetings for the Country Director.

5. In close collaboration with the project administration officer, ensure general day-to-day project administration, including but not limited to purchase of equipment and services, organization of travels, logistics for project activities.

6. Provide support to the Country Director on all other administrative issues (schedules appointments and meetings).

Job Requirements

1. A Bachelor's degree in Business Administration, Business Management, Administration, Supply Chain Management or any other closely related field.

2. A certification in office administration is plus.

3. Over 7 years practical experience in the office management or similar post in the NGO sector.

4. Strong computer skills with experience in MS office software, communication tools (e.g teams, zoom) and internet.

5. Proficiency in English, both in verbal and written communication.