Ad hoc Administrative Assistant – Supply Chain & Inventory Management at African Field Epidemiology Network (AFENET)

Background

• The African Field Epidemiology Network (AFENET) is a non-profit organization established in 2005 with a mission to improve human health through the strengthening and expansion of applied epidemiology and laboratory capacity in partnership with Ministries of Health/National Public Health Institutes, Non-Governmental Organizations, international agencies, private sector, and other public health agencies.
• National Stop Transmission of Polio (NSTOP) Program was established in July 2012 in response to the National Polio Eradication Emergency Plan (NPEEP) to strengthen the Nigeria polio eradication program at the operational level. NSTOP works in collaboration with Government Ministries, Agencies and other implementing partners.
• The project’s purpose is to provide Nigeria with high quality and culturally competent technical field support staff in high-risk areas to implement the polio eradication emergency plan (NPEEP) and PEI accountability framework and build local capacity to improve maternal and child health indices strengthen the Nigeria polio eradication program at the operational level. NSTOP works in collaboration with Government Ministries, Agencies and other implementing partners.

Position Description

• The Ad hoc Administrative Assistant – Supply Chain & Inventory Management will provide administrative, logistical, and store management support to ensure effective implementation of program activities.
• The role will be responsible for maintaining accurate stock records, monitoring inventory levels, ensuring compliance with organizational and donor guidelines, and supporting day-to-day administrative functions. The position requires a detail-oriented individual with strong organizational skills who can ensure accountability, accuracy, and efficiency in stock management while also handling general administrative duties.

Responsibilities

• Maintain accurate and up-to-date stock records for all goods received, stored, and issued.
• Check and confirm that all incoming goods match the purchase orders and delivery notes in terms of quality and quantity.
• Arrange and store items properly, ensuring correct labeling, coding, and easy retrieval of stock.
• Issue items only upon authorized requisitions and record all stock movements promptly.
• Track stock levels, monitor minimum balance requirements, and raise requisitions to avoid stockouts.
• Prepare and submit regular stock reports, highlighting variances, damages, or shortages.
• Ensure store operations adhere to organizational policies, donor guidelines, and health and safety standards.
• Provide accurate documentation during internal or external audits to ensure accountability in all stock transactions.
• Attend meetings, take, transcribe, and distribute minutes as directed.
• Establish and maintain a variety of records and filing systems relevant to program activities.
• Collect, organize, and maintain field reports from staff and stakeholders engaged in program field activities.
• Make travel arrangements for project personnel and stakeholders in consultation with the supervisor.
• Perform clerical and administrative tasks such as word processing, data entry, and correspondence preparation.
• Assist with budget management and expenditure monitoring.
• Provide logistical support for staff, events, and stakeholder engagements.
• Prepare, process, and follow up on payment requisitions related to project activities.
• Handle any other assignment that may be assigned from time to time.

Qualifications and Work Experience Required

• Bachelor’s Degree in Supply Chain Management, Logistics, Business Administration, Public Administration, or a related field.
• At least 3–5 years of proven work experience in administration, inventory, or supply chain management, preferably within an NGO or donor-funded project.
• Demonstrated experience in stock control, record-keeping, and reporting.
• Experience supporting program and logistics teams, including preparing requisitions, handling procurement documentation, and managing field activity support.
• Familiarity with donor guidelines, compliance requirements, and audit processes is an advantage.
• Prior exposure to budget tracking and administrative/clerical duties will be an asset.

Required Skills and Competencies:

• Strong organizational and time management skills with the ability to handle multiple priorities.
• High attention to detail and accuracy in record-keeping.
• Proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint) and experience working with spreadsheets for inventory tracking.
• Excellent written and verbal communication skills.
• Ability to work independently with minimal supervision while effectively supporting a team.
• Strong interpersonal skills, with the ability to engage with internal staff, vendors, and stakeholders.
• Ability to work under pressure and meet tight deadlines.
• High level of integrity, accountability, and professionalism in managing financial and inventory records.
• Knowledge of health and safety standards in inventory and logistics management.
• Proactive and adaptable with a willingness to take on any other assignments.

Duration and Timeline

• This position is a 6-month contract, with the possibility of extension based on project needs, performance and availability of funding for the project. The expected start date is 01 December 2025.