Field Support Officer – IRC jobs in Niger

• Location: Niamey, Diffa, Niger
• Vacancy No: N/A 
• Salary: N/A
• Organization: IRC
• Gender: Both
• Deadline: N/A

Job Description

Summary

Reporting to the Field Coordinator, the Field Officer is responsible for ensuring effective and transparent administrative management practices and quality support. He participates, as necessary, in human resources management, particularly in the recruitment process, development and retention of qualified and committed personnel. He technically supervises cleaners, cooks, gardeners in all IRC offices in Niger. The Operations Support Officer is responsible for administrative management: monitoring of service contracts, relations with Administrations, the central system for storing and archiving correspondence (internal and external), and real estate leases. Control and management of all other bills (telephones, hotels, water, electricity) before submitting them to finance. He will partially carry out the tasks of the office secretary and receptionist and will partially support the various programs.

Key Responsibilities 

Administration 

Responsible for the systematic verification of the premises where the offices are housed, in order to ensure a secure professional environment for all staff members. To this end, undertakes all necessary steps to make cleaning services, maintenance and distribution of equipment available, as well as the supply of maintenance stocks in accordance with the plans and budget allocated for this purpose;

Responsible for monitoring all service contracts;

Monitors, in collaboration with finance, the timely payment of invoices and other administrative expenses;

Ensures, in collaboration with the Admin Officer, that all necessary arrangements are made for meetings, workshops, seminars and visits to be held; further facilitates transportation, hotel accommodation, conference room reservations and audio-visual equipment as required;

Reviews all travel requests for budget forecasting purposes; supervises administrative procedures relating to travel (purchase of travel tickets, visas, hotels; etc.); submits authorizations to launch the procedure for travel while ensuring the veracity of the information provided before signing;

Secretariat/reception

Develops, implements and supervises all correspondence/mail management of any nature whatsoever;

Supervises all administrative services, photocopies, circulation of memos and/or circulars;

Efficiently manages the telephone and maintains the call log;

Is available to carry out any other one-off task deemed useful by his direct supervisor.

Finance

• Manage the petty cash of the Mainé Soroa IRC sub-office;
• Provide the necessary assistance to sub-office staff for financial questions relating to the completeness, accuracy and authenticity of their files to be submitted to finance;
• Assist the Mainé Soroa sub-office in monitoring files for the liquidation of staff advances.

Supply Chain

1-Purchasing management

• Collect quotes from reliable and credible sources for the consultation process and transmit them to the Diffa Procurement team for analysis of the offers;
• Ensure that procurement is done in compliance with IRC and donor policies;
• Ensure routine communication, good coordination and planning with relevant staff/programs regarding purchasing requests, orders and deliveries of supplies;
• Ensure that all required supplies, services and equipment are delivered on time;
• Establish and maintain ethical and professional working relationships with suppliers;
• Establish and maintain information on suppliers and purchased items regularly and be informed of current local market conditions;
• Support and provide appropriate training to support and program staff, as needed.

2-Management of assets and property of the sub-base 

• Ensure that unassigned assets are secure and properly maintained;
• Participate in the equipment reform process;
• Ensure the monitoring and transfer of assets and property;
• Ensure the marking and recording (Target) of the assets and properties of the database;
• Ensure the reception, labeling and registration of equipment and property;
• Management of communication devices, radio (HF/VHF) and Thuraya in collaboration with the security manager;
• Management of Mainé under-office repairs and maintenance in collaboration with the Diffa Supply Chain Admin department.

3-Base stock management 

• Understand, implement and maintain IRC’s standard inventory management policies and procedures at the Mainé-Soroa sub-office warehouse level;
• Manage and document receipts, outputs, handling, service completion certificates through the various IRC forms in terms of warehouse management at the Mainé-Soroa sub-office warehouse level;
• Maintain the activity register at the warehouse level by recording all activities, entries and exits;
• Correct stacking and rotation of stock (FIFO/FEFO) at the warehouse level Advise the supply chain manager on issues or improvements regarding the warehouse;
• Ensure that all Receipts are documented and are consistent with the order documents;
• Update stock recording sheets at the warehouse level.
• Ensure that the receipt and shipment of goods are carried out in accordance with the established procedure;
• Inform the supervisor of cases of stock shortages and/or expirations or damages concerning the Mainé-Soroa sub-base warehouse;
• Implement and ensure clear loading/unloading procedures and manage casual/daily workers at the warehouse level;
• Ensure the maintenance of storage buildings by ensuring cleanliness and hygiene at the warehouse level;
• Implement and ensure clear security procedures at the warehouse level by applying the relevant policies at the warehouse level;
• On a monthly basis, work with the Supply Chain Officer to reconcile the stock register with the goods tracking sheet and the various movements.

4-Basic fuel management:

• Ensure that fuel use is done rationally;
• Followed by Tom card;
• Preparer la liquidation ;
• Ensure that each time a stock of two hundred (200) liters is available as safety stock;
• Ensure that the fuel tracking sheet is automatically recorded with the other logs;
• Ensure refueling of all generators;
• Provide a detailed monthly report on fuel consumption; 
• Prepare payment of the supplier’s invoice (fuel supply) on time.

5-Management of the sub-base fleet (Auto)

• Ensure that the Log Sheets are completed for each driver;
• Ensure that (vehicle handover report) each time there is a transfer between two drivers;
• Repair follow-up (auto);
• Maintain all key documents relating to the management of the vehicle and generator fleet;
• Ensure all vehicles are half full at all times. Ensure that the generators are adequately filled.

Update

Qualifications

• Have a university degree (Bac +3) or equivalent in law, human resources management, administration, management or equivalent;
• Have proven experience of at least three (03) years in Administrative Management;
• Have demonstrated communication skills (oral & written) and required knowledge of MS Office/IT (Word, Excel, Explorer, Outlook, PowerPoint, etc.) and very good knowledge of personnel database management ;
• Have a proven ability to take personal initiative, correct decision-making and perfect self-management;
• Have a good capacity for adaptation, organization and planning, the ability to work under pressure and in a multicultural and diverse environment;
• Be proactive to adapt to changes that can occur quickly in a complex security context;
• Be available immediately.

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