Position Title: Administrative Assistant-Operations
Location: Borno State Office
Supervisor: Administrative Officer
Under the direction of the Administrative Officer, the Administrative Assistant will be responsible for the provision of administrative and logistical services to all projects in the State.
Duties and responsibilities:Coordinate necessary arrangements for visitors, including travel logistics, meetings with staff and other organizations. Assists in UNHAS booking. Coordinate and manage Volunteer Management System VMS. For final versions, type, format, edit correspondence, papers, reports, proposals, subagreements, purchase requisitions, and other written work generated by assigned staff members. Assist in the coordination of departmental/zonal budget and procurements; generate reports to assist in financial management reporting. Compose general correspondence, schedules and memoranda as needed. Assist with production of non-routine publications, , specific brochures. Assist with production of presentation materials for staff members. Use initiative to improve workflow and improve systems for clerical functions. Prepare minutes for meetings and follow up with staff members for action items. Develop and manage a database and record keeping system for assigned areas. Organize and set-up internal meetings. Assist with organization of meetings and special events. Performs other duties as assigned.
Knowledge, skills and abilities:Knowledge of general office practices and administrative procedures. Report to supervisor on variances and status on regular basis. Resourceful in gathering and providing information. Knowledge of budget preparation and monitoring. Excellent written, oral, interpersonal and organization skills. Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance. Well developed computer skills, including knowledge of Microsoft office products. Experience using office management software, including word processing software and spreadsheets and PowerPoint.
Qualifications and requirements:University degree recognized equivalent or HND with 1-3 years relevant experience. Familiarity with administrative and secretarial skills is an advantage. Familiarity with international NGOs is an advantage Experience with large complex organization preferred.
FHI 360 is committed to provide a safe environment for all employees, beneficiaries and anyone contracted by FHI 360. This Includes taking measures to protecting vulnerable people from Sexual Exploitation and Abuse (SEA) by either FHI 360 employees or associated personnel. FHI 360 abides by child safeguarding principles. FHI 360âs Safeguarding Policies apply and flow out to all FHI 360 staff, board members, volunteers, and partner staff (subcontractors, consultants, vendors, and sub-recipients), regardless of the funding mechanism or amount of contract, agreement, or purchase order.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employerwhereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding:FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsâ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantâs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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