Administrative Assistant

Job Summary

The Administrative Assistant will be the first point of contact for the Firms offices in Ibadan and Jos. He/She will be responsible for offering administrative support across the Firm. He/She will provide support to the members of the Firm in the development and implementation of programmes/Project/Activities.

  • Minimum Qualification: Degree
  • Experience Level: Entry level
  • Experience Length: 2 years

Job Description/Requirements

  • Oversee office administration, ensuring the office is clean, has enough supplies, and all equipment are in good working condition
  • Manage and coordinate the Principal Consultant’s office
  • Attend to visitors, screen them as part of office security measures and direct them accordingly.
  • Maintain and update internal and external telephone lists and routinely circulate internal lists subsequent to any changes.
  • Update calendar and schedule meetings and liaise with Medial Specialist on activities that may require visibility.
  • Handle incoming and outgoing mail, as well as distribution. Maintain a dispatch register for outgoing hand delivery mail and incoming mail and a register for outgoing international phone calls
  • Lead in the Firm’s procurement by raising requisition, sourcing quotations, and ensuring goods delivered are of high quality and meet the required specifications.
  • Provide administrative support to the firm in the organization of events, meetings, and workshops, etc ensuring budgets, bookings, and communication are done in good time.
  • Make travel arrangements for the Firms staff members and other visitors, including preparation of travel requisitions and claims. Booking accommodation and transport arrangements for a local and international visiting team.
  • Draft firm’s correspondences in liaison with the Communication Specialist.
  • Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
  • Create and maintain files of correspondence/documents and electronically received information and ensure up-to-date filing. Maintain both hard copies and electronic copies of the official records and reference files on various subjects.
  • Prepare presentation material/slides in Powerpoint for presentations for the meetings/workshops and keep all papers ready for meetings.
  • Perform other clerical receptionist duties such as filing, photocopying
  • Issuing stock from the stores, receiving goods from vendors on delegation, maintaining a register for vendor invoices received, and helping communicate payments to vendors when done
  • Attend to any other duties assigned by the Principal Consultant/Chief Executive Officer

Requirements:

  • Degree in secretarial studies or Business administration with required minimum experience: 2 - 3 years experience working for Donor funded organizations.
  • Knowledge and Skills: Strong software skills including extensive experience with Excel and Word required.
  • Ability to prioritize tasks
  • Strong organizational skills
  • Ability to work collaboratively with program, finance, and operations staff toward the achievement of project and organization objectives.
  • Good interpersonal and communication skills, both written and verbal required.
  • Fluent in English is highly desirable.
  • Skilled at working in a culturally diverse environment.

 

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