Administrative Officer Position Open

Overview

The incumbent will oversee office administration and operational functions for IFDC Benin, ensuring smooth day-to-day management, compliance, and support across procurement, logistics, travel, and facility operations. Reporting to the Country Director and the Administrative Assistant of Corporate Services, the role ensures effective coordination with finance and procurement teams, while upholding organizational standards in administration, vendor management, fleet operations, and regulatory compliance.

Responsibilities

Office Administration & Operations

• Serve as the first point of contact for IFDC-designated office(s), managing front desk operations and ensuring a welcoming environment for visitors;
• Coordinate and oversee all general office(s) operations, including mail distribution, office supply inventory, facility maintenance, and meeting security and health standards;
• Ensure timely scheduling and execution of internal meetings, staff events, and conferences both in-house and off-site;
• Maintain and manage office equipment and share spaces (e.g., meeting rooms, projectors, communication devices), ensuring functionality and availability;
• Assist in developing and implementing office policies and procedures in collaboration with relevant departments and the global operations team;
• Coordinate office errands and provide support in onboarding administrative staff;
• Support the Country Director in administrative duties, including appointment scheduling, meeting coordination, and day-to-day operational support.

Procurement, Inventory & Asset Management

• Receive, inspect, and process goods in accordance with IFDC procurement policies and systems (e.g., NetSuite);
• Ensure procured items meet the requester's specifications and purchase orders comply with internal policies;
• Oversee tagging, tracking, inventory control, and proper disposal of office assets and equipment;
• Maintain accurate records of office equipment, fleet vehicles, and general supplies;
• Supervise procurement-related tasks and act as a backup to the Procurement Officer;
• Serve as a member of the Vendor Vetting Committee by screening and conducting due diligence for suppliers and vendors and monitoring the performance of established vendors.

Fleet & Logistics Management

• Supervise driver staff, manage vehicle schedules, and ensure efficient fleet operation;
• Coordinate local and international shipping and delivery logistics;
• Arrange ground transportation for visitors and staff, including vehicle hire and routing.

Travel & Visitor Support

• Serve as the point of contact for your assigned country office(s) for travel support and policy compliance;
• Plan and manage domestic and international travel logistics for staff and guests, including flights, visa support, hotel accommodation, and transportation;
• Administer IFDC’s internal travel approval processes and collaborate with the designated travel agency;
• Serve as the focal point for visa applications and immigration support for visiting foreign staff.

Compliance and Registration

• Ensure the office(s) maintain up-to-date registrations, licenses, and permits as required by government and regulatory bodies;
• Collaborate with immigration consultants to manage visa and work permit processes for international staff, maintaining accurate records of renewal timelines;
• Ensure adherence to IFDC policies in all administrative and operational areas.

Requirements

• A Bachelor's degree in Business Administration, Business Management, Supply Chain Management or a related field, with a strong attention to detail;
• Certification in Office Administration is considered an asset;
• Minimum of 7 years of hands-on experience in office management or a similar role, preferably within the NGO Sector;
• Proficiency in Microsoft Office applications and digital communication tools such as Microsoft Teams and Zoom;
• Excellent command of English, both with written and verbal.
• Working knowledge of French is highly desirable.
• Proven ability to work independently, manage pressure effectively, and meet tight deadlines;
• Demonstrates the ability to thrive in a multidisciplinary and international work environment;
• Strong interpersonal and teamwork skills, with the ability to build and maintain effective working relationships;
• Exceptional organizational skills and a keen eye for detail in the execution of administrative functions;
• High level of integrity and a strong personal commitment to organizational goals.

Reporting and Work Relationships: The incumbent will report directly to the Operations and Facilities Associate and collaborate closely with designated Procurement Officer(s) and National Finance Officer(s) to ensure effective oversight of global operations.

Location: This is a national recruitment with a duty station at the IFDC office based in the IFDC Ethiopia Office.

Benefits: IFDC's benefits include annual and sick leave, health and group life insurance coverage, a 13th-month salary, social security and pension contribution in compliance with local laws and end-of-contract benefits.

Salary Clause: The salary grade for this position is BG8.

The determination of new employee salaries takes into account various factors. These include the salary range linked to the assigned job grade, the candidate's qualifications in relation to the job's responsibilities and prerequisites, internal fairness, the competitive state of the job market, as well as potential organizational and budgetary considerations.

Diversity Clause

IFDC is committed to fostering a culture of diversity, equity, and inclusion. We believe in the value of bringing together people with a broad range of backgrounds, experiences, and perspectives. All employment decisions at IFDC are made on the basis of ability, performance, and organizational need, in alignment with our values of fairness, respect, and opportunity for all.