Admin Officer (Premises & Facilities Management)

karyab; Birmingham; On-site; GBP 30,000 - 40,000; Full time

Job summary

A humanitarian relief organization in Birmingham is seeking a skilled administrator to oversee logistics and compliance within their operations. The ideal candidate will manage office premises, coordinate relocations, and supervise procurement processes. With a bachelor's degree and at least 3 years of relevant experience, applicants should be adaptable and possess strong leadership and communication skills. This full-time position offers an opportunity to contribute to meaningful humanitarian efforts.

Qualifications

• 3+ years of experience in logistics or administrative roles.
• Experience in humanitarian organizations is an advantage.
• Willingness to travel to remote locations.

Responsibilities

• Manage office premises rental and lease agreements.
• Coordinate office relocation and maintenance processes.
• Oversee procurement and inventory management.

Skills

Leadership

Communication

Analytical Thinking

Attention to Detail

Education

Bachelor's Degree

Job description

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 wit 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 strengthening staff members' abilities, competencies, and knowledge to boost their performance, flexibility, and overall contribution to organization objectives is the main goal of capacity building.

Compliance & Reporting

• 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 analysis and action plans for improvements.
• Any other requirement related to Reporting process requested by line manager and management.

Other Tasks

Conduct any task related to Logistics/Admin requested by line manager as well the management.

Qualifications

• Education: Completion of Bachelor education is required, preferably supplemented by technical or university courses related to supply chain, logistics, business administration, contract management, or another relevant technical field. Master’s degree is considered an advantage.
• Experience: 3+ years of progressive and relevant experience working in related field Logistics/Admin. Understanding of development and humanitarian work is advantage. Also, relevant experience with humanitarian organizations is an advantage.
• Additional Requirements: Willingness to travel to remote or conflict‑affected areas. Familiarity with local laws and regulations and have excellent communication skills.
• Language Requirement: Fluency in English is required.

Core Competencies

• Leadership: Effectively manages and motivates team members.
• Integrity and Ethics: A dedication to maintaining accountability, openness, and high ethical standards in procurement procedures.
• Communication: The capacity to establish rapport with team members, vendors, and other stakeholders while clearly communicating difficult information.
• Adaptability: Flexibility to adapt to changing program requirements and obstacles in a setting that is changing quickly.
• Planning and Organization: Ability to prioritize needs, develop realistic timelines, and coordinate procurement activities across multiple projects.
• Analytical Thinking: Strong ability to interpret data, conduct market research, and make data‑driven decisions.
• Attention to Detail: Ensure accuracy and compliance in procurement documentation and planning activities.
• Team Collaboration: Work effectively with various departments, maintaining open communication and supporting shared goals.

IRW Core Values

• Sincerity (ikhlas): IRW is driven and motivated by sincerity to God and our duty to humanity.
• Excellence (ihsan): A commitment to excellence is a hallmark of our operations, programmes and conduct towards the vulnerable people we serve.
• Compassion (rahma): Every life is precious, so we join other humanitarian actors in easing the suffering caused by disasters, poverty and injustice.
• Social Justice (adl): IRW empowers poor and vulnerable people to have their rights fulfilled and to achieve their God‑given potential.
• Custodianship (amana): IRW values and protects the Earth and its resources, including its people, and we aim to honour the trust people place in us to be transparent and accountable.

Submission Guideline

Interested and qualified national candidates should submit a cover letter explaining their motivation and an updated CV to the following link:

The closing date for accepting applications is 26 January 2026.

Islamic Relief Worldwide – Afghanistan is committed to providing equal employment opportunities and encourages applications from all qualified candidates, including women and persons with disabilities.

Please note that applications received after the closing date will not be considered, and only short‑listed candidates will be called for written test.

Job Overview

• Announced date : Jan. 13, 2026
• Number of Jobs: 1
• Vacancy Number: IRW-CO-002-2026
• Salary : As per company salary scale
• Contract Type : Fixed‑term
• Contract Duration : 6 month
• Employment Type : Full Time
• Nationality : Afghan
• Minimum Education : Bachelor's Degree

Organization Information

Islamic Relief Worldwide (IRW) is an international, non‑profitable, non‑governmental humanitarian relief organization with its head quarter in Birmingham, UK. It enjoys consultative status with the Economic and Social Council of the United Nations and is a signatory to the Code of Conduct for International Red Cross and red Crescent Moments and NGOs in Disaster Relief. Islamic Relief has been working in Afghanistan for more than 23 years, providing emergency relief and implementing life‑changing development projects for some of the most vulnerable people in the country. Islamic Relief set up our first Afghanistan office in 1999. Since then, IRW continued providing assistance in emergency relief, food security, livelihood, education, health, nutrition, shelter, orphan sponsorship, Ramadan and Qurbani programmes.