Office Administrator at International Finance Corporation (IFC)

⏲ Dec 20, 2024, 6:16 AM
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International Finance Corporation (IFC), a member of the World Bank Group is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries, using our capital, expertise, and influence to create markets and opportunities. Our mission is to leverage the power of the private sector to end extreme poverty and boost shared prosperity on a livable planet.

We are recruiting to fill the position below:

Job Title: Office Administrator

Job number: req30800
Location: Lagos
Term duration: 3 years 0 months
Sector: Administration/Office Support

Description

The Central Africa and Anglophone West Africa department is looking to recruit an experienced Office Administrator to provide oversight for the office in the areas of facilities, administration, operational procurement, reporting & analytics, amongst other duties.
S/he will interact with a wide range of stakeholders within and outside IFC and the World Bank Group and will be expected to handle all tasks necessary for the efficient functioning of the office.
Candidates should be prepared to work under pressure and in a high-paced environment. The person must have excellent communication skills, ability to juggle multiple tasks and independently work through highly diverse and intricate work routines, processes and procedures.
The position will be based in Lagos, Nigeria and reports to the IFC Nigeria Country Head.

Role & Responsibilities
Duties and responsibilities will include, but not limited to:

Ensures smooth operation of ongoing office administrative functions including environment, space, equipment, and information retrieval systems, etc.
Serves as key liaison to the building Facilities Management Company, oversees their activities, any renovation/repair work and ensures that established procedures for all building management, fire, life safety and security programs are followed for periodic inspections and staff emergency drills.
Providing mobility support to incoming staff as mobility focal point, including orienting new staff at all levels regarding unit's administrative operations and work guidelines.
Provides support to the real estate carbon footprint team by coordinating an effective Greening Program to minimize waste and user impact on the environment; implements effective post-occupancy energy and water management programs to reduce the building footprint.
Oversees activities of the hospitality and cleaning staff.
Serves as backup to support staff on issues related to program activities, HR, front office, reception, IT, security, office events, logistics, etc.
Dissemination of administrative information (e.g. Health and first aid information) and other relevant reports useful for staff wellbeing and welfare.
Receives and attends to all facilities related issues in an organized, communicative and transparent manner and provides status and follow-up documentation to the Country Head and Facilities team.
Manages an asset program for IFC-owned furniture, equipment and fixtures.
Reviews all contractor invoices and recommends for payment as appropriate. Attends to all procurement matters concerning procurement for office facilities.
Maintains a current table of head and seat counts in the office and space use and coordinates internal moves with local IT staff.
Undertakes ad hoc duties that may be assigned by the Country Manager or designated Acting Country Manage.

Selection Criteria

Bachelor's Degree with 7 - 9 years experience in administration, financial management, facilities and procurement - required.
Strong project management skills, related certification a plus.
Experience in office and facilities management
Technology and systems knowledge - Has proficiency of latest technology relevant to assigned responsibilities. Demonstrates initiative in learning and/or supporting implementation of emerging technology and systems relevant to effective work of the unit.
Project and task management - Able to organize, coordinate, monitor and implement tasks and projects.
Knowledge, Learning and Communication - Able to research and draft quality written materials or review adherence of written materials prepared by others to administrative requirements.
Excellent spoken and written English communication skills. Ability to diplomatically communicate with clients at all levels, as well as local government authorities and contractors. Effective interpersonal, communication and listening skills, excellent sense of client orientation, and drive for results.
Demonstrated leadership and supervisory skills to effectively manage outsourced office facilities staff and other vendors to deliver integrated services.
Client Orientation - Able to establish partnership based working relationships with internal/external clients. Demonstrates independence, initiative, and autonomy in addressing clients' needs.
Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed- upon results and has the personal organization to do so.
Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.