JOB TITLE: Administrative Assistant (USAID Nigeria TB LON)
JOB LOCATION: Osun
Administrative Supervisor: State Lead
Technical Supervisor: Head of Finance and Operations
JOB DETAILS:
- To support the Institute’s drive to detect and treat tuberculosis in the country, IHVN is looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks for the implementation of the USAID Nigeria TB LON Grant; which includes providing support to program implementation team and other employees, assisting in daily office needs and managing the institute’s general administrative activities.
Summary / Overview
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- Under the guidance and supervision of the Head of Finance and Operations, S/he will provide administrative and logistical support services to the program implementation team and operations of the general office management of USAID Nigeria TB LON Grant.
Duties and Responsibilities
- Coordinating all administrative and secretarial support services for the implementation of USAID Nigeria TB LON
- Assisting with the effective management of day to day office operations
- Supporting & coordinating internal and external meetings, trainings, venues, logistics, provision of materials and refreshments particularly during multiple meetings
- Working with the team for logistical support to staff/visitors including liaising with program management unit on team itineraries, appointments according to schedules developed by department members
- Assisting in documenting and archiving program documents.
- Arranging travel logistics for staff, consultants and training participants including hotel reservations and where required, arranging for airport and hotel pick-ups
- Coordinating staff meetings, setting up conference rooms and meeting rooms, ordering and setting up audio-visual equipment and agendas, take minutes of meetings and writing reports as requested, filing records of all meetings
- Recording minutes of staff meetings and circulating same amongst the staff and meeting attendees
- Assisting with the production of presentation materials for staff members
- Performing office equipment tasks such as making needed arrangement for services via telephone or e-mail, obtaining quotations for required services, arranging for repairs of office equipment
- Collating and filing quarterly, monthly and weekly reports
- Collating and harmonizing quarterly and monthly work plans
- Making travel arrangements as requested by program staff and facilitating retirement of trips made by staff
- Tracking of USAID Nigeria TB LON work plans and activities
- Conducting weekly and monthly supervision of office motor vehicles as well as drivers with daily vehicle check list
- Coordinating, monitoring and supervising security staffs
- Performing any other duties as assigned.
Minimum Qualifications
- Possession of a B.Sc in Business Administration or any of the Social Sciences or Higher National Diploma in Business Administration. Membership or part certification by any recognized professional bodies will be an added advantage.
- Minimum of 3 years post qualification hands-on experience in an International NGO or Grants operational environment is required.
Knowledge, Skills and Abilities:
- Proven experience as an administrative assistant
- Applicants should be able to work independently with minimal supervision
- Knowledge of office management systems and procedures
- Proficiency in the use of computer application (Microsoft office etc)
- Excellent time management skills and ability to prioritize work
- Attention to detail and problem solving skills
- Working knowledge of office equipment such as printers, photocopiers, computers etc
- Analytical mind and fluency in written and oral communication
- Ability to work well with others to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.
HOW TO APPLY
Interested and qualified candidates should send a detailed Resume and a one page Cover Letter as one MS Word document explaining suitability for the position to “The Deputy Director, Human Resources” through this email address: [email protected] using the Job Title as the subject of the email.
Note
- Candidates are advised to provide three professional referees with email addresses and phone numbers.
- Only shortlisted candidates will be contacted.
Deadline: November 30, 2021
Job Features
Job Category | Administration/ Office/ Operations |