Admin Officer; Premises & Facilities Management

Responsibilities

• Act as the administrative focal point for all provincial offices, ensuring harmonized implementation of administrative procedures in compliance with Islamic Relief policies and donor regulations
• Identify, assess, and recommend new office premises based on operational needs, cost‑effectiveness, safety, accessibility, and compliance with organizational, donor, and security requirements
• Manage office premises rental and lease agreements, including market assessment, documentation, approvals, renewals, and proper filing in accordance with procurement and contracting policies
• Coordinate office relocation processes (A–Z), including planning, approvals, logistics, move‑in arrangements, service connections, handover documentation, and asset tracking, ensuring minimal operational disruption
• Oversee office/GH premises maintenance and support services, ensuring functionality, safety, and compliance with health, safety, and security standards
• Coordinate the procurement and printing of banners and visibility materials, ensuring compliance with donor branding and visibility guidelines and maintaining proper supporting documentation
• Manage office, kitchen, and operational supplies, including procurement requests, stock control, tracking, and reconciliation in line with procurement, asset, and inventory management policies
• Supervise cooking services, ensuring hygiene standards, cost control, and compliance with duty‑of‑care requirements
• Supervise cleaning staff, ensuring cleanliness standards and compliance with health, safety, and environmental requirements
• Manage handyman and minor maintenance services, ensuring tasks are approved, documented, and cost‑effective in line with delegated authority
• Serve as administrative focal person for ICT‑related contracting, coordinating with ICT and Supply Chain teams to ensure compliance with procurement, data protection, and asset management policies
• Manage accommodation requests for visitors and staff in hotels (A–Z), including needs assessment, hotel identification, rate negotiation, booking, approvals, contract documentation, and payment processing, ensuring cost‑efficiency and compliance with organizational and donor regulations
• Maintain accurate administrative records, trackers, filing systems, archiving, and storage, ensuring traceability, audit readiness, and compliance with donor documentation standards
• Process payments and cash advances in coordination with Finance, ensuring completeness of supporting documents, proper approvals, timely settlements, and compliance with internal controls
• Support internal and external audits, donor verifications, and spot checks by providing complete, accurate, and timely administrative documentation
• Identify and report administrative and compliance risks and contribute to strengthening internal control systems and operational efficiency
• Perform other administrative duties as assigned, in line with organizational objectives and donor requirements
• Contribute with the procurement department to ensuring that procurement tasks are executed efficiently and align with organizational needs. This involves effectively participating in procurement transactions related to admin functions in addition to proper planning, coordination, execution, vendor management, quality assurance, inventory and delivery management and all related procurement requirements
• Manage all Admin staff (Cook, Cleaners, Handyman) members in Country Office and technically supervise all Admin teams within the same scope of work
• Technically guide, support, coach, review documents and work on daily basis with field focal persons
• Build and strengthen staff members' abilities, competencies, and knowledge to boost their performance, flexibility, and overall contribution to organization objectives is the main goal of capacity building

• Ensure reporting system and mechanisms are in place and in accordance with compliance protocols and procedures
• Compile all reporters and trackers from field and country offices
• Submit reports to Logistics/Admin Coordinator including identifying bottlenecks, addressing solutions and providing comprehensive analysis, data…