Admin Assistant - BU Coordinator at Pathfinder International

Requisition Number: ADMIN002543
Location: Jigawa
Job Category: Operations
Job Type: Full-Time
Reports to: State Team Lead

Job Purpose

• The Admin & Logistics Officer will provide efficient administrative, logistics, and operational support to the CARMNIS project at state level. The role ensures smooth office operations, effective logistics coordination, compliance with Pathfinder policies, and timely support to program implementation across supported LGAs.

Key Performance Areas / Major Activities / Responsibilities and Percentage Worked
Administrative Systems and Office Operations / 20%: 

• Manage day-to-day office administration including correspondence, filing, scheduling, and record management.
• Ensure office systems comply with Pathfinder administrative policies and procedures.
• Support onboarding and general staff welfare logistics at state level.

Logistics and Procurement Support / 20%:

• Logistics and Procurement Support
• Coordinate logistics for trainings, meetings, mentoring visits, and workshops.
• Support procurement processes including requisitions, vendor coordination, and receipt of goods.
• Manage inventory and ensure proper storage and documentation of project assets and supplies.

Fleet and Asset Management / 15%

• Oversee vehicle scheduling, maintenance tracking, and usage compliance.
• Ensure vehicle logbooks, insurance, licensing, and servicing records are up to date.
• Coordinate drivers and monitor adherence to safety and security protocols.

Finance and Compliance Support / 15%

• Support documentation for payments, advances, retirements, and expense tracking.
• Ensure administrative compliance with donor and Pathfinder requirements.
• Maintain accurate records to support audits and internal reviews.

Program and Field Operations Support / 10%:

• Provide logistical support to program teams during field activities.
• Coordinate movement of materials, equipment, and supplies across LGAs.
• Support timely implementation of project activities through effective operations planning.

Reporting and Documentation / 10%:

• Prepare monthly administrative and logistics reports.
• Maintain organized documentation for assets, logistics, and office operations.
• Produce monthly, quarterly, and annual capacity building reports.
• Ensure implementation aligns with donor expectations, safeguarding, and Pathfinder’s quality standards.
• Support budget monitoring for training-related activities.

Minimum Education and Work Experience

• Bachelor’s Degree or HND in Business Administration, Public Administration, Management, or related field.
• 5–7 years’ experience in administration and logistics, preferably in development or health programs.
• Experience working with government or NGO systems in Nigeria.

Competencies/Attributes:
Minimally Required Job-specific Competencies:

• Strong administrative and logistics coordination skills.
• Knowledge of procurement, inventory, and fleet management.
• Ability to manage documentation and operational workflows.

Minimally Required Organizational Competencies:

• Sexual and Reproductive Health and Rights Services: Foundational knowledge of family planning and reproductive health principles, practices and services of assigned project and program.
• Passion for Sexual and Reproductive Health Services: Commitment to family planning, reproductive health services, gender, maternal, child health services, and eradication of harmful traditional practices.
• Software Applications: Foundational skills using MS Office products, including MS Word, Excel, Outlook, and PowerPoint.
• Excellent writing, communication, and presentation skills.
• Languages: Ability to speak and write using the local language and English language.
• Customer Service: Proven customer service skills.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills. Foundational project planning and project management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment.
• Matrix Management: Ability to thrive in a matrixed organization.
• Confidentiality: Proven ability to maintain confidentiality on work-related issues.

Other Information:

• Travel required (at least 30%)
• Uses cellular and desk phone, laptop or desktop computer.