Administrative Assistant (NPHIIA Project) at Maryland Global Initiatives Corporation Nigeria (MGIC)

Responsible to: Office Manager (NPHIIA Project)
Duration: One year, with the possibility of renewal subject to the availability of funds
Department: Administration

Main purpose of job

• Under the supervision of the Office Manager, this position will coordinate the activities in the following functional areas by developing and maintaining the institutes policies and procedures. S/he will handle and perform the following duties:
• Review all Department personnel forms for completeness, accuracy, timing, and conformity to policy guidelines
• Makes recommendations and process all HR forms as appropriate.
• Record Keeping (filling) of all staff personal data and other HR documents
• Reconcile and update Staff on position of their leave days and entitlements
• Production and Management of ID cards
• Handle all petty cash payment and reconciliation.
• Inventory/Asset Management:
  • Maintain up to date inventory of all commodities and supplies in a moving balance format.
  • Responsible for receiving procured items
  • Physically mark all equipment recorded in the in the equipment inventory register.
  • Maintain a log of equipment breakdowns
• To ensure that tender and contract documentation is compliant with all procurement before forwarding to the Procurement officer
• Create clear, secure and easily traceable filing system and storage for all procurements documents
• Perform any other duties as may be assigned from time to time by the Office Manager and MGIC office.

Qualifications

• HND or equivalent to a Bachelor's degree in business or personnel administration, a social science or a field related to the position. With a minimum of two years working experience in a similar field.

Have Knowledge of:

• Basic principles and procedures of public human resources administration.
• Basic function and structure of a public non‐governmental agency.
• Applicable federal, state and local laws and regulations.
• Principles of business letter writing and basic report preparation.
• Personnel record keeping principles and practices.
• Correct English usage, spelling, grammar and punctuation.
• Modern office procedures and computer equipment/applications related to the work.

General Skills:

• Ability to exercise tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and employee situations.
• Self‐motivation and ability to work within a team.