Executive Admin Assistant at The Nigeria Climate Innovation Center (NCIC)

Location: Ajah, Lagos
Department: Corporate Services Function
Reports to: Chief Executive
Manages: Office Assistants
Contract Type: Six months to Full time permanent contract
Probation period: Six months during which notice period is one month on either side

Program Summary

• The NCIC aims to spark the next wave of clean technology innovation in Nigeria and catalyze new solutions that promote Nigeria’s private sector growth while achieving sustainable development objectives. By working together with the private sector in Nigeria, the NCIC will target opportunities to expand the country’s agriculture, energy, transport, health, and water infrastructure to serve the needs of the growing population while improving living standards.
• The success of these private enterprises in sustainably achieving their objectives will depend on among other factors; the skills and knowledge gained in running profitable. It is on this basis that NCIC seeks to support its clients in building their capacities through financial management and human resource management training.

Role Purpose/ Impact

• Administration, Communications, Coordinator, Executive Management , Project Management ,Public Relations , Secretary

Corporate Services Function:

• Ensuring CEO organisational effectiveness by providing high level assistance in all operational functions

Key Accountabilities:

• Report to the CEO Correspondence and Document
• Prepare and preview hard copy and electronic mails on behalf of the CEO; provide accuracy checks on basic data and documents requiring the CEO’ signature
• Sort and distribute the CEO’s mails and memos
• Pro-actively coordinate, monitor and manage CEO’s personal appointments and diary meeting management
• Prepare and arrange the collation & biding of documents for presentations as directed
• Ensure all documentation is appropriately filed for ease of reference and efficient retrieval Calendar Management

Responsibilities by Function

• Take and distribute Minutes of Meetings when required Administration
• Answer telephone calls directed to the CEO’s Office and take messages
• Answer all enquiries efficiently and effectively
• Provide support to the officers responsible regarding the organization and coordination of internal/external meetings or events
• Work continuously to promote the culture of excellent customer service in supporting the Chief Executive Officer achievement of desired objectives
• Customer Responsiveness
• Courtesy in dealing with internal staff, external customers and vendors
• Expense Management Oversee day to day processing of requests from the CEO office
• Work with CEO on budgetary elements of administration
• Maintain archival and financial administrative file

Operational Effectiveness:

• Operate efficiently at lowest cost; staying within approved budgets, establish appropriate reporting and control procedures Decision Making/Problem Solving
• Quick understanding of most relevant problems and the ability to proffer timely, practical decisions in Housekeeping
• Ensure efficient use and management of the Reception & Reception Corner and Conference Room
• Proactive management of the CEO’s personal itinerary (meals & refreshments, personal visitors, family/friends’ birthday & other celebration notifications, reminders and co-ordination of family events, etc.)
• Efficient running of the CEO’s Office; overseeing its’ cleanliness, orderliness and ensuring there is always a sufficient supply of office needs

Organisational Leadership:

• Contribute to short & long-term organisational operation goals in support of the NCIC

Qualifications and Competencies

• Bachelor's degree in Law or any field with at least 2 years of proven experience providing executive support in a structured organization
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including Board of Directors, Senior Management Team and external partners
• Understanding business functions and metrics within the Organization
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Able to work within a team as well as alone with little or no supervision
• High level of personal effectiveness
• Excellent customer service and interpersonal skills
• A professional and confident manner
• Committed and professional in attitude
• Ability to adapt to and manage change
• Ability to treat others with respect
• Upholding quality and continuous improvement.

Remuneration Package
Not-for-Profit related.