Administrative Assistant at Catholic Relief Services (CRS)

Project: Programs
Position Band: B-2
Reports To: Senior Zonal Coordinator
Primary Responsibilities:

• The Administrative Assistant will provide administrative and programmatic support to the 4Children project office in Lagos state. S/he has a dynamic role, which requires versatility and ability to handle multiple tasks concurrently.
• Specific Responsibilities:
• Receive visitors and ensure visits are properly logged.
• Receive all deliveries (including mail) and maintain an appropriate record of all deliveries.
• Liaise with the security team to ensure that entrance to the office is properly monitored and that all visits are appropriately logged.
• Ensure that all Office equipment are secured and in good condition by maintain an office inventory and conducting periodic inventory audit.
• Ensure that the Office premise is keep clean at all times.
• Ensure Protection and Safety Equipment such as Fire Extinguishers and First Aid Kits are serviced, available and in functional order at the Office premises.
• Make copies and assist in the spiral binding of documents.
• Pick up quotations and invoices from vendors when applicable
• Carry out daily walk through office areas to check on bulbs and areas that maintenance is needed
• Request for Short term advances to carryout out small purchases for the office.
• Work with the Administrative Officer in the country office to ensure the payment of utility bills.
• Provide program support to technical staff during meetings, workshops and trainings
• Ensure proper documentation of project documents within the state office
• Liaise with project team to ensure that adequate information on staff movements is appropriately logged.
• Coordinate Car hire needs within the state office
• Coordinate documents that needs to be send to Abuja office.
• Stocks and Storage
• Ensure that all received goods are stored according to general accepted standards.
• Assist in stock management for storage and coordinate necessary assistance in the movement of goods.
• Provide needed assistance in office items movement or relocations.

Key Working Relationships:
Internal: Head of Operation, Head of Administration, Administrative Officer, Procurement Officer and Senior Procurement officer, Administration Secretary, Finance Staff, Senior Managers, Zonal Team Lead and Zonal Staff.
External: Implementing Partners, PHCN, Lagos Water Board, telephone companies and Courier Service companies, Car Hire Vendors
Qualifications:

• Minimum of Bachelor’s degree certificate.
• Minimum one-year professional experience in an administrative capacity
• Excellent English language skills written and spoken.
• Excellent interpersonal skills must be able to interact in a mature, professional and friendly manner with local and international colleagues of differing religious and cultural backgrounds.
• Ability to work on multiple tasks concurrently and under pressure.
• A good knowledge of Lagos.