Administrative Assistant at European Union

Location: Abuja, Nigeria
Industry: Humanitarian

Responsibilities & Tasks

• Within delegated authority, the Administration Assistant (Group IV) will be responsible for the following tasks:

HR & Administrative Support:

• Support in preparation of contracts including all supporting documents and maintain various records;
• Assists in managing administration and finance operational tasks, as appropriate;
• Follows-up staff planning table (staff annual leave, sickness, unjustified absences, training) and prepares monthly report;
• Maintains an overview of expatriate staff’s visa and residence permit situation, and makes necessary applications;
• Follows-up all protocol issues (visa request, travel permits, stay permits, car registration…) in liaison with the EU Delegation
• Backs-up the administration support in case of absence with respect to basic financial and human resources tasks.

Secretarial Duties

• Follows and registers incoming correspondence and communications from the team members. Ensures that replies are sent in a timely manner.
• Keeps record of all mail sent and all documents given for signature and/or information to the EU Delegation;
• Drafts standard and administrative correspondence; corrects written materials prepared by other staff members as regards format and spelling. Photocopies and collates documents as requested;
• Creates and maintains the filing and reference systems in conformity with the criteria applicable under various procedures;
• Ensures efficient and effective internal and external communication;
• Provides assistance with respect to scheduling of meetings; Ref. Ares(2019)2645016 - 16/04/2019
• Maintains the stock and distribute stationery supplies and updates the stock cards, as appropriate.

Specific duties for the Administration Assistant:

• Identifies complex, urgent or sensitive information for special treatment;
• Generates a variety of reports and statistical tables to support the other team members;
• Briefs and trains new staffs, give guidance to other secretaries on office procedures and coordinate the secretarial services of the office.
• Front-desk service and telephone communications services
• Monitors all visitors to the office; issues identification cards to them, and directs them to the relevant staff/meeting room as appropriate;
• Manages and operates the central switchboard, answering telephone, respond to routing requests for information;
• Transmits messages and checks the fax machine frequently;
• Receives, registers and dispatch all office communication by e-mail, fax, post, diplomatic pouch, express airmail and telephone;
• Assists in preparation for meetings. Manages the meeting/conference room bookings;
• Updates office staff contact list on regular basis and circulates amongst all staff;
• Keeps list of names, addresses and telephone numbers of government officials members of diplomatic missions, operational partners and suppliers.
• Manages and plans the front-desk coverage;
• Monitors driver’s movements.

General Administration Support:

• Provides administrative support with accuracy and consistency;
• Plays the focal role for the mission of all staff and leave requests
• Facilitate travel arrangements for both the national and expatriate staff of the office by assisting in preparing all travel arrangements, travel requests, and assists in the preparation of security clearances;
• Arranges hotel accommodation and other mission needs for visitors;
• Maintains field trips schedule for ECHO staff working in the country/region;
• Organize and maintain a filing system for the secretarial related files;
• Translates and interprets, as appropriate.
• Specific duties for the Administration Assistant
• Directs and coordinates the support services in the office, including coordinating with suppliers.

Office Specific Responsibilities/tasks: (IF/When applicable):

• Undertakes any additional tasks as assigned by the Head of Office/RSO and/or Headquarters.

Competencies Required
Read, accepted and understood on:
Core Competencies:

• Drive for Results - Medium level
• Conduct in Service – Medium level
• Functional Competencies:
• Working with others – Medium level
• Managing & Organising information – Basic level
• Strategic thinking and planning – Basic level
• Communication – Medium level
• Organisational Awareness – Basic level
• Adaptability & Flexibility – High level
• The definition of each competency and examples of behaviours expected for each level are listed in annex.

Job Requirements
Education:

• Secondary education or equivalent commercial school. Minimum Secretarial Diploma.

Knowledge and Experience:

• Minimum 3 years of relevant experience;
•  Good drafting skills;
• Good communication skills;
• Ability to work in a multicultural environment.
• Capacity to work in a multitasking position.
• Previous experience in a Governmental or other International Organisation is an advantage;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc).

Languages:

• Fluency in English (verbal & writing).
• An excellent knowledge of (indicate the required local language of the duty station)

Remuneration

• As an indication, the monthly basic salary corresponding to 5 years relevant experiences is NGN 355,512 (subject to Nigerian tax law).
• The salary will be adapted according to the exact duration of relevant professional experience supported by work certificates or work contracts.
• In addition to this, the employee will also receive disability/retirement allowance, 13th month salary as well as a medical coverage.