Administrative Assistant at International Medical Corps

Job ID: #1296911

Job Description

• The Administrative Assistant will work within the finance and administration department and report directly to the Human Resources Officer.
• He/she will also work closely with the Finance Manager on specific financial procedures such as document retention and filing system. The position holder would be someone that can think outside the box, work effectively within a fast-paced and multicultural environment.

Specific Duties and Responsibilities

• Manage front desk administrative operations and procedures
• Act as the first point of contact for all visitors and callers at the reception
• Keep visitors and callers log
• Support in the management of office/guest house cleaners and cooks.
• Ensure that the cleaners and cooks perform their duties as expected. Sign-off on daily checklist guiding their activities (include documentation of any exception noted on daily basis and report such to line manager)
• Timely scanning and cloud- uploading of official documents (finance, administrative and HR documents) in line with organizational policies and procedures
• Perform document retention procedures such as photocopying, filing, serialization (both in soft and hard copies) of administrative, HR and finance documents
• Process and deliver internal and external mails, correspondences etc as required.
• Collate and regularly update staff lists, overseas offices contacts and related information
• Provide operational support to meetings held in the conference room, to include preparation of meeting and conference rooms and assist in arrangements for catering provisions
• Keep minutes of meetings where required
• Collate all volunteer and intern speculative applications
• Contribute to team-wide communications and knowledge management, and participate in organization-wide events management
• Manage petty cash for the country office
• Any other duties as assigned by supervisor

Job Requirements

• B.A, B.Sc./ HND certifications
• Good interpersonal skills
• Good planning and organizational skills
• Ability to integrate and work well within multi-ethnic and multicultural teams
• Proficiency with MS office package mandatory
• Experience in using HR software is desirable
• Ability to speak Hausa is an added advantage
• Prior experience within the NGO sector is desirable but not mandatory
• Must be able to travel to any part of the country where IMC works