Administrative Officer at Palladium Group

Overall Responsibilities

• The Administrative Officer is responsible for the planning and coordination of office administration and logistics for the MNCH2 project at the Abuja office.
• The Administrative Officer is responsible for ensuring that the operational, administrative and facility functions support the timely and effective implementation of the project's work.

Responsibilities
Specific Responsibilities:
Travel and Security:

• Ensure smooth operations at the Abuja office and coordinate any travel logistic support required by the country and state offices.
• Ensure that temporary duty visitors are received at the airport and provided with safe and adequate transportation and accommodation during their stay.
• Work with the security team by providing journey management updates as required.
• Provide guidance and direction to the driver and monitor performance.
• Provide instruction on vehicle use in accordance with policy.

Procurement and Asset Management:

• Support all local and regional purchases as per defined threshold and maintain tracking and documentation systems that will facilitate future processing, payment and audit requirements.
• Assist in procurement, clarifying specifications, analyzing quotations, and seeking for approval, ensuring purchases are made according to approved specification, price, quantity and quality inclusive.
• Maintain up-to-date register of preferred suppliers and vendors and solicit periodic evaluation and performance input from main service users.
• Track contracts and initiate procurement processes to ensure about-to-expire agreements are renewed in a timely manner.
• Ensure inventory quantities are sufficient for needs by coordinating regular inventory checks and timely ordering of supplies.
• Ensure office equipment and facilities are in good working condition at all times.
• Support in maintenance of fixed assets register by updating asset register, issue of asset movement for signing and approval, outdoor asset repair permission, etc. with the Senior Operations Manager.
• Ensure tagging and branding of MNCH2 assets is conducted.
• Ensure vehicle maintenance is done satisfactorily and in accordance with policy.

Financial Management:

• Process daily financial transactions of MNCH2 Abuja office including petty cash payments and processing payments of PAYE cheques and any other payments as needed.
• Ensure that transactions are fully supported, approved, properly filed and conform to laid down requirements;
• In liaison with the Finance Officer in Kano HQ, ensure adequate maintenance of all MNCH2 Abuja financial records
• Provide office running cost analysis and forecasting as required.

Other Admin duties:

• Follow-up with Finance & Admin Coordinators/ technical staff in resolving issues as they come up.
• Coordinate delivery of items to the Kano HQ and field offices as the case may be.
• Communicate pressing operations issues to the Senior Operations Manager for technical assistance and further directives.
• Support the review of existing administrative systems and procedures, make recommendations to the Senior Operations Manager accordingly.
• Perform other duties and responsibilities as assigned by the TA- RI & RMNCH and the Senior Operations Manager.

Requirements

• University Degree required, preferably in Business Administration or related Social Science field.
• Experience in logistics planning and procurement.
• Experience managing DFID-funded activities and knowledge of applicable regulations and requirements, preferred.
• Excellent cross-cultural communication and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, clients and consultants.
• Good organizational and planning skills;
• Demonstrated ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to details.
• Prior supervisory experience preferred.
• Proficiency in the use of Microsoft office application packages like Excel Spreadsheets, Word or other customized accounting software; comfortable in a Windows PC environment.

In Return We Offer

• A friendly and team-based working environment
• Opportunity to work with national and international colleagues
• Vital contribution to improving maternal and newborn services in Northern Nigeria
• The opportunity to truly "make a difference"
• A competitive salary with benefits