Scope of the Position:
The Admin and Operations Intern provide administrative and operational support to ensure the smooth and efficient functioning of Helen Keller Nigeria country office operations. The role supports day-to-day office administration, logistics, fleet, and facility management activities in line with Helen Keller policies, donor requirements, and local regulations, while gaining practical hands-on experience in operations management.
Key Responsibilities:
General Administrative and Operations Support:
- Support the implementation and maintenance of basic operations systems, including office administration, logistics coordination, and country office asset tracking.
- Assist in providing timely administrative support to country office team.
- Support documentation, filing, and record-keeping in line with organizational policies and internal control requirements.
- Participate in team meetings and support follow-up on assigned action points.
- Supervise janitorial staff and ensure the country office is consistently clean and well-maintained.
- Support the management of country office call card procurement and distribution to staff.
- Ensure the store is clean, well-organized, and that all assets are properly recorded and managed.
- Receive and welcome visitors in a professional and courteous manner.
- Serve as the Receptionist for the organization.
- Direct visitors to the appropriate staff or office.
- Receive incoming mail, packages, and deliveries.
- Record all incoming and outgoing mail in the mail register.
- Ensure mail and packages are promptly directed to the appropriate staff.
- Maintain a visitors’ logbook and ensure all visitors sign in and out.
- Provide basic information and guidance to visitors as required.
Operations and Compliance Support:
- Assist in ensuring compliance with Helen Keller policies, procedures, and Code of Conduct.
- Support routine operational checks and documentation for audits and reviews.
Facility and Office Management Support:
- Assist in maintaining a safe, organized, and efficient office environment.
- Support general office services, including supplies management and office logistics.
- Assist with asset tagging, asset registers, and basic inventory tracking.
Fleet Management Support:
- Support the monitoring of vehicle usage logs and fuel consumption records.
- Assist in tracking vehicle insurance, maintenance schedules, and inspections.
Required Qualifications and Skills:
- Recent graduate or undergraduate student in Business Administration, Public Administration, Management, Logistics, or a related field.
- Basic understanding of administrative and operations processes.
- Strong organizational and record-keeping skills.
- Good communication and interpersonal skills.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Willingness to learn and ability to work in a team environment.
Key Competencies:
- Attention to detail
- Integrity and professionalism
- Time management
- Ability to follow procedures and instructions
- Proactive learning attitude
Learning Outcomes:
The internship provides practical exposure to NGO operations, administrative systems, logistics, and compliance processes, preparing the intern for future roles in administration, operations, or project support.
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