NRC has been present in Nigeria since 2015 and has been working to help displacement-affected communities meet their basic needs, improve their livelihoods, access essential services, and enhance their resilience to future shocks through our six core competencies: water, sanitation, and hygiene (WASH), Shelter, Education, Information-Counselling and Legal Assistance (ICLA), Livelihoods and Food Security (LFS), Camp Management, and Protection. NRC provides immediate assistance during the onset of emergencies through the rapid response mechanism (RRM). With a workforce of 370 staff and a presence in key locations such as Maiduguri (in Borno State), Yola (in Adamawa State) and Jos (in Plateau State), NRC can respond to the needs of those affected by the conflict across North-East, and North Central Nigeria.

These strategic locations have allowed NRC greater reach from the north and south parts of the North-East and North Central region and allowed NRC to contribute to bridging the gap between humanitarian aid and development cooperation, including by focusing on equitable access to basic services and strengthening the rights of displaced people and returnees. In addition to the Country Office and the above-mentioned Area Offices, NRC has sub-office structures in Monguno, Mubi, Pulka and Gwoza.

We are looking for people who are passionate about helping refugees and people forced to flee.

If you are those people, the Norwegian Refugee Council in Nigeria is looking for an enthusiastic and passionate Office Administration Coordinator to join our team in Abuja, Federal Capital. The Office Administration Coordinator will be responsible for all the areas of the development and day to day operation of administration systems, processes and support within the country office. He / she will be responsible for office premises budget and ensure necessary availability for premises, accommodation, maintenance, office supplies and service suppliers.

Below is a summary of the role. Please download the Job Description for further details.

Generic Responsibilities:

• Ensure the smooth functioning of office, including overseeing administrative services such as office supplies, utilities, and maintenance of office equipment and facilities.
• Develop, implement, and monitor adherence to organizational administrative policies and procedures to ensure compliance with local regulations and internal standards
• Manage travel arrangements for staff, including booking flights, accommodations, visas,
• Maintain accurate records and documentation, such as contracts, leases, correspondence, and other administrative files, while ensuring data protection and confidentiality
• Provide administrative support to staff and programs, including managing meeting schedules, organizing workshops and training sessions, and facilitating effective communication within the organization

Specific Responsibilities:

Documentation 

• Coordinate the preparation, issuance, and tracking of mission orders for staff travel
• Facilitate the processing of visas, work permits, and other immigration-related documentation to ensure compliance with host country regulations
• Create, update, and distribute comprehensive welcome packs and induction materials for new staff and visitors and ensure these materials provide essential information about the organization, office procedures, and local context
• Maintain and ensure timely renewal of all official documents, including organizational registration, operational authorizations. Liaise with legal service providers / immigration office to address documentation and compliance needs.
• Organize and oversee the reception, dispatch, and tracking of documents through commercial couriers and other services.
• Is responsible for production and distribution of staff ID Cards and business cards

Office and Accommodation 

• Supervise staff assigned to office and residential premises, including cleaners and other support staff, ensuring timely completion of cleaning, maintenance, and other facility-related tasks.
• Oversee daily operations such as opening and closing the office, monitoring electricity, water, and gas usage, and ensuring timely payment of utility bills.
• Ensure the functionality, security, and regular maintenance of office equipment and furniture
• Manage lease agreements for all premises, including office spaces, residences, and warehouses, ensuring accurate preparation, timely renewals, and proper termination of contracts.
• Address rent-related matters and resolve issues with landlords, maintaining positive relationships and compliance with lease terms.
• Coordinate accommodation arrangements for visitors and staff, including booking rooms in residences or hotels, confirming reservations, and ensuring accurate billing processes.
• Ensure the availability of consumable and non-consumable supplies for offices and guest houses, including inventory management, procurement, and stock replenishment.
• Manage meeting room occupancy schedules, maintain furniture and equipment in good condition, and ensure the rooms are ready for use, including setting up necessary resources for meetings and events.

Travel 

• Arrange and monitor timely airport pickups and drop-offs for staff and visitors, ensuring adherence to organizational procedures and security protocols
• Handle all aspects of transport and accommodation arrangements, including booking vehicles and lodging, confirming reservations, addressing any logistical issues, and ensuring compliance with established framework agreements and budgetary guidelines.

Communication 

• In charge of management of communication (phones) including asset management, usage and billing
• Management of prepaid credit for mobile phones

Others 

• Organizing in-house meetings and venues for general events (welcoming, staff leaving, staff meeting) or creative services (team building etc)

Critical Interfaces

• Staff
• Immigration Authorities / Embassies
• Federal Authorities
• Travel agencies
• Estate agencies
• Support functions : HR, Finance and Logistic Manager

        General Professional Skills:

• Minimum of 3 years’ experience in office administration or management within a humanitarian context.
• Documented results related to the position’s responsibilities
• Knowledge about own leadership skills/profile
• Fluency in English, both written and verbal

        Context-Specific Knowledge and Skills:

• Proven experience in administrative management, documentation, and compliance with regulations
• Demonstrated experience working with Federal Authorities and Immigration Services in Nigeria.
• Skilled in facility and resource management, including leases, utilities, and inventory
• Expertise in travel and logistics coordination, ensuring efficient transport and accommodation arrangements.
• Proficiency in communication systems management and organizing in-house events and meetings.

What’s in it for you? 

Join a work culture that empowers every employee to share ideas and take responsibility:

At NRC we think creatively. We encourage ideas and give responsibility to all employees at all levels, to help solve the complex issues that we face. You will have many opportunities to be heard and take the initiative.

Learn on the job: NRC’s collaborative working style favours the exchange of good practice and lessons learnt. At NRC, employees learn on the job and are encouraged to look for opportunities to develop new competencies. NRC managers prioritise the quality work and the competency development of their staff. This entails giving newcomers a good start, following up, training and mentoring employees to allow them to perform well in their current job, and offering learning and development programmes.

Additional Information: 

Duty Stations: Abuja, Nigeria.

Duration of contract: 12 months.

Grade Level: Grade 7 in NRC’s grading structure.

Reporting line: HR Manager

Travel: 20%

This position is open to Nigeria Nationals only. We invite applications from all qualified and interested candidates. Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline. Female candidates are strongly advised to apply.