Administrative Assistant

Malaria Consortium is recruiting for an Administrative Assistant to join our team in Abuja, Nigeria.

The Administrative Assistant in the Country Office will work in collaboration with the Administrative officer and support in ensuring  proper functioning of the office and offer support to the program within the implementation of the various programmes in the country office. . He / She will provides analytical and specialized administrative support and information management to the project by performing its tasks with the highest level of professionalism, efficiency, aptitude for personal communication, discretion and independence of mind.

The Administrative assistant performs a wide range of administrative and general support tasks to the office and to the Operations unit with a high degree of responsibility and confidentiality. The post holder will handle office administration and support, communication and travel support. The

incumbent works with a spirit of initiative and independence of judgment on various special projects at the same time.

The incumbent works closely with the Malaria Consortium staff in the office and liaises externally with partner organizations in form of secretariat support. The post holder has contact with representatives of governmental and non-governmental agencies, academic institutions, local and international organizations.

Communications and correspondence (20%):

• Filter, prioritize, dispatch and classify mail while bringing important information to the attention of the right person
• Forward information media to the appropriate contacts and follow up on pending mail /email
• Screen and direct telephone calls and visitors to the office by regularly updating the message book
• Support the management of official appointments of the Country Director and other senior employees of Malaria Consortium in Nigeria office
• Filing of all project official letter correspondences and manages meeting attendance sheet register
• Develop, manage and maintain an efficient filing system and ensure ease of retrieval processes
• Set up and ensure an archiving system for key documents.

Office support (30%):

• Provide support on organised internal meeting within the office premises and external meeting venue location as planned by program staff
• Assist the Administrative officer in collecting staff requests for office supplies and preparing documentation for vendor’s payment
• Support the Administrative officer in Managing stock of the office consumable supplies while supervising the use of printers, copiers, scanners and binding machines to avoid abusive use
• Photocopy and bind administrative documents as directed by the administrative officer and other members of the operations teams
• Take and write-up meeting and other correspondence such as minutes, report of weekly meetings, announcements and adverts
• Ensure the Abuja office is maintained, with all regular maintenance and carry out routine repairs in a timely manner
• Support the Administrative officer in ensuring proper maintenance of generator and ensure it is serviced based on a preventative servicing schedule and standard, and ensure fuel is managed appropriately with relevant stock management document and the logbook is completed by the security guards, with logbook data analysed to ensure efficient running of the generator
• Support the operations team in collating and organising all vendor engagement supporting documents and process same to finance for payment.
• Support the Administrative officer in booking of hotel accommodation reservation and hall rentals for programme activities in Abuja office
•  Ensure that the deliverables of s is based on the description of the terms of reference, all the supporting documents in accordance with the finance requirement for the purpose of presentation to finance for payment. 

Logistics travel support (30%):

• Support the Logistics officer in processing ticketing vendors payment rendered to malaria Consortium staff
• Follow up with staff in communicating travel plan and review all travel documents presented by the travellers
• Follow up with all project staff travellers boarding passes as directed by the logistics officer
• Providing back up support to the logistics officer in making travel arrangements, such as booking of flight ticketing, organise car hire services and communicating travel itinerary to traveller in the country office. As directed by the Logistics officer; verify, tag and ensure that the asse and inventory register are always updated and ready for submission at all times when requested for reporting purpose.

Facilities support (20%):

• Ensure that the kitchen is always clean and equipped with the necessary items such as drinking water, tea and anything else necessary for the functioning of the kitchen in manner that will enhance good healthy hygiene for both staff and visitors use
• Ensure that the office always remains impeccable and functional by facilitating the payment of water bills, electricity, telephone, trash, and all other social services necessary for the operation of the office
• With the support of the cleaners, c ensure that all visitors and staff are supported, by ensuring that the offices, common room and toilets are well maintained and equipped with all necessary cleaning tools in a safe and hygienic manner.

Person specification

Qualifications and experience:

Essential

• Bachelor's degree in Secretarial studies, Administration, business or development studies, or other related areas.
• At least 2 years of experience as an administrative assistant or executive assistant in positions of increasing responsibility in a professional office environment or similar sector.

Desirable

• Ability to work in English, French and other local language
• Work experience in international organizations / institutions or INGOs.

Work-based skills:

Essential

• Ability to compose letters and official documents
• In-depth knowledge of Microsoft Office and above average typing speed
• Excellent oral and written communication skills
• Ability to prioritise workload
• Attention to detail
• Ability to maintain confidentiality

Desirable

• Good knowledge of local law

We need to keep beneficiaries safe so our selection process reflects our commitment to safeguarding. Please find our Code of Conduct, Safeguarding Policy and Privacy Notice here.

Due to the nature of this role we will be reviewing applications on an ongoing basis and the role might be filled and closed before the closing date. Early applications are encouraged.