Admin Officer at International Rescue Committee

Admin Officer at International Rescue Committee

Responsibilities:

· Manage administrative tasks related to the ECHO and ECD projects, ensuring smooth day-to-day operations and effective coordination between the program team, partners, and support departments

· Assist the Project Manager in preparing key project documents, including expenditure plans, monthly cash and item forecasts, Bills of Quantities (BoQs), and Purchase Requisitions (PRs), ensuring accuracy and timely submission.

· Manage and track the overall administrative timeline and deliverables of the project, flagging any delays or issues to relevant stakeholders.

· Provide clear administrative guidance and orientation to Implementing Partner (IP) staff, including onboarding support, documentation procedures, and continuous technical assistance on IRC admin protocols.

· Serve as the main focal point for coordinating procurement processes—ensure timely initiation and tracking of purchase requests, follow up on pending approvals, and verify delivery and quality of items before handover to beneficiaries.

· Oversee logistical arrangements for all program activities such as trainings, workshops, field visits, and meetings, including venue setup, transportation, accommodation, refreshments, and equipment readiness.

· Ensure all documentation related to procurement, logistics, and admin (e.g., GRNs, distribution lists, attendance sheets, delivery notes) is complete, properly archived, and accessible for audits.

· Regularly update and maintain the project’s electronic and hard-copy filing system in compliance with IRC and donor standards.

· Monitor and maintain inventory records for project assets, materials, and supplies in collaboration with the Supply Chain team.

· Provide printing, copying, and documentation support for all education program activities, including training materials, forms, and reports.

· Support the preparation and consolidation of weekly movement plans, ensuring efficient scheduling and coordination with field teams.

· Proactively identify administrative challenges or gaps and propose solutions to improve workflow and support project efficiency.

· Support the Project Manager and other team members in compiling inputs for weekly, monthly, and donor reports, particularly administrative and logistical updates.

· Liaise regularly with IRC departments such as Finance, Supply Chain, and HR to ensure smooth administrative coordination across all locations.

· Process the projects teachers’ salary including collecting teachers’ documents, populating the item forecast, obtaining relevant layers approvals, communicating with cash hawala and bank authorities and provincial colleagues to facilitate the salary distribution process.

· Perform any other tasks assigned by the supervisor related to project administration, coordination, or operational support.

Requirements:

· University degree in Business Administration, Education or relevant degree, and MBA degree holders are preferred.

· 2-3 years of experience in administrative support.

· Excellent interpersonal skills

· Ability to work independently, meet deadlines, prioritize work under pressure, coordinate multiple tasks and maintain attention to detail.

· Good English communication skill, as well as Pashto and Dari languages.

· Excellent computer skills required (Word, Excel, PowerPoint, Internet, Online Database)

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