Administrative Assistant (USAID Nigeria TB LON) at Institute of Human Virology, Nigeria

  • Administrative & Office ,NGO
  • Full time
  • 4 weeks ago
  • Lagos ,Ogun ,Osun
  • Job Qualifications BA/BSc/HND
  • Number of vacancies 3 openings
  • Job experience 3 years

Job Description

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 USAID Nigeria TB LON grant; which include providing support to program implementation team and other employees, assisting in daily office needs and managing the institute’s general administrative activities.

Summary/Overview

  • 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
S/He will:

  • Coordinate all administrative and secretarial support services for the implementation of USAID Nigeria TB LON
  • Assist with effective management of day to day operations of the office
  • Support coordinating internal and external meetings, trainings, venues, logistics, provision of materials and refreshments particularly during multiple meetings.
  • Work with team for logistical support to staff/visitors including liaising with program management unit on team itineraries, appointments according to schedules developed by department members
  • Assist in documentation and archiving of program documents.
  • Arrange travel logistics for staff, consultants and training participants including hotel reservations and where required, arranging airport and hotel pick-ups
  • Coordinate staff meetings, set up conference rooms and meeting room, ordering and setting up audio-visual equipment and agendas, take minutes of meetings and write reports as requested, file records of all meetings.
  • Record minutes of staff meetings and circulate same amongst the staff and meeting attendees
  • Assist with production of presentation materials for staff members.
  • Perform office equipment tasks such as making needed arrangement for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment.
  • Collate and file quarterly, monthly and weekly reports
  • Collate and harmonize quarterly and monthly work plans
  • Make travel arrangements as requested by program staff and facilitate retirement of trips by staff
  • Tracking of USAID Nigeria TB LON work plans and activities
  • Conduct weekly and monthly supervision of office motor vehicles as well as the drivers with daily vehicle check list
  • Coordinate, monitor and supervise security staffs
  • Perform any other duties as assigned

Education/Experience

  • 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 in 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 the ability to prioritize work
  • Attention to detail and problem solving skills
  • Working knowledge of office equipment, like printers, photocopier, computers etc
  • Analytical mind and fluency in written and oral communication;
  • Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.

Method of Application

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: careers@ihvnigeria.org

Click here for more information

Note

  • Application must explicitly state the position applied for in the subject of the email.
  • Candidates are advised to provide three professional referees with email addresses and phone numbers.
  • Only shortlisted candidates will be contacted.
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