Logistic/Admin Assistant at COOPI - Cooperazione Internazionale

Reports to: Country Administrator
Duration of the contract: 3 Months (Renewable subject to funding) Basic salary: (according to the experience)
Starting Date: As soon as possible

Scope of the Vacancy

• The Logistic/Admin Assistant will provide support to the Coordination office in Abuja
• Providing support and information on areas of work covered in this position.
• Implements Coordination office plans to agreed standards.
• Assists with the development of solutions to problems and responds to routine problems.
• Responds to and uses information received in a variety of formats from different sources.
• Day to day planning in line with Coordination office priorities.
• Communicates both internally and externally to give and receive information.
• Draw from a number of information sources to make decisions.
• Solves basic problems, which have some variety, and takes decisions based on a number of possible options.

Main Duties / Responsibilities

• Under the direct supervision of the Country Administrator, and in collaboration with the HR Manager and Administrative Assistant who are collaborators in the Coordination office.

Key Responsibilities
Administration:

• Responsible for incoming and outgoing administrative mail/documents – receiving, distributing, and filing and ensuring that all communications are properly referred and recorded
• Supervise the daily maintenance and running of the office and guest house, including liaison with Coordination office team to maintain proper working of equipment and adequate stock of office supplies.
• Provide Logistic/Administrative support to the Coordination office team, including filling of documents (both paper files and e-files).
• Receive and disseminate internal communications to all COOPI personnel as necessary.
• Liaise with the relevant staff to send out approved invitation letters to all visitors to the programme and expatriate staff to facilitate their visa arrangement.
• Responsible for sending and receiving documents by courier and maintaining full records of its content
• Provide Admin support in arranging required stationery,
• Provide admin support in all other areas of work including photocopying, binding, scanning and printing of documents for the Coordination Office.
• Establish common filing systems and storage and archiving of documents and file documents for all projects.
• Any other duties as may be assigned

Logistics:

• Ensure arrangements for travel for staff and visitors, including local and international travel/flights.
• Ensure hotel bookings or other appropriate accommodation for visitors and staff are made in a pro-active manner.

You will specifically need to:

• Make arrangements for pick-up and drop-off of visitors/staff at point of entry for the incoming and outgoing journey.
• Negotiate and arrange shipment of expatriate staff personal effects (start and end of contract) as applicable in consultation with line manager.
• Liaise with all travel and UNHAS agencies for travel update and other related information’s as required.
• Create and share staff movement and accommodation tracking
• Do routine check for Guest House, Office and Vehicles to make sure Standard Operating Procedure is in place and followed;
• Maintain calendar/time table to coordinate workflow of Office and Guest House requirement;
• Ensure timely and quality maintenance work for office/guest house premises and equipment;
• Ensure that there is appropriate office furniture for the office including ensuring that office premise is maintained at all times and kept to acceptable standards;
• Initiating timely provision of quality services and goods for the office (water and stationery supplies)
• Ensure office security/safety, and that security procedures are implemented.

Additional Responsibilities:

• This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and assigned by his/her supervisor.

Profile of the Candidates (Education, Training, Competences, Skills)
Minimum Requirements:

• Degree/Diploma in Business Management, Public Administration, or related subject, with previous experience working in humanitarian projects.

Desired Competencies / Skills:
Essential:

• 1-2 years Logistic/Admin related work experience with an International NGO
• Experience in data collection, collation and archiving
• Fluency in English
• Ability to plan and organize work and write clear and concise reports and communicate effectively (both in writing and verbally)
• Proven ability to prioritize tasks and meet deadlines
• Excellent communication skills.
• Proven commitment to accountability

candidates should send their CV's (max 3 pages) and Cover Letter (max 1 page) to: recruitment.nigeria@coopi.org  Specifying in the e-mail subject “Application for Log/Admin Assistant”.

Note

• Any late application or incomplete submission will not be considered and thus will be disregarded immediately.
• Only shortlisted applicants will be contacted.