Global Fund Admin Officer at The National Agency for the Control of AIDS (NACA)

Job Summary

• The Admin Officer position is responsible for a variety of administration activities, including employee relations and orientation, enforcing Project Management Unit (PMU) regulations and high-level record keeping to support the achievement of organizational and country goals and objectives through the development, implementation, and management of administrative activities.

Key Responsibilities

• Oversee centralized office/admin operations and procedures for the PMU.
• Organize learning and development opportunities for staff to achieve program goals.
• Maintain effective internal controls for inventory and store while ensuring the availability of required office supplies.
• Manage the organization’s office space, including ensuring physical safety.
• Regularly report on security-related incidents encountered by project staff during official business, and on the security situation overall in Abuja and elsewhere; and advise on needed protective actions as appropriate.
• Supervise office administrative personnel, including but not limited to project drivers, office cleaners, and corners.
• Ensure that office premises are maintained in a clean and sanitary condition and that kitchen & bathroom fixtures, air conditioning units, water dispensers, and other office equipment are maintained in good condition and repaired/replaced promptly when necessary.
• Manage local travel arrangements for visiting consultants and staff (where required) and provide all visitors with an up-to-date information packet and workspace within the office when required.
• Update, maintain, and safeguard staff records in an organized manner.
• Process annual leave requests.
• Document and track the movement of files and memos between PMU and NACA and GFA.
• Respond to employee-related queries and provide answers to all administrative-related inquiries and requests.
• Manage processes related to staff recruitment (including onboarding of new staff), disciplinary actions, staff separation, and termination.
• Disburse petty cash to maintain office operations.
• Provide periodic updates to staff on the staff Human Resource manual.
• Maintain an up-to-date contact list for staff, including mobile telephone lines, official and alternate email addresses, residence, and their next of kin.

Experience

• Master’s Degree in Business Administration, HRM, or related humanities degrees.
• Minimum of 5 years experience in administrative and HR functions.
• Preferably at least 3 years experience working with donor-funded projects.
• Ability to work collaboratively with colleagues and provide support and advice as necessary.
• Strong written and oral communication skills, including professional-level English language skills.
• Ability to interpret, analyze, and explain the official NACA PMU framework.
• Able to work alone on a broad variety of projects.
• Demonstrated ability to handle confidential matters discreetly and gain the trust and confidence of colleagues; experience in conflict resolution is helpful.
• Competence to assess priorities, manage a variety of complex activities simultaneously in a time-sensitive environment, and meet competing deadlines.

Benefits of Working for RSSH/C19RM Project
This position offers a number of benefits to its employees, including:

• Competitive salary and benefits package
• Opportunities for professional development and growth
• A chance to make a real difference in the lives of people affected by HIV/AIDS.