Admin Assistant at Global Village Healthcare Initiative for Africa (GHIV Africa)

Reports To: Logistics and procurement  Manager

Project: : WFP-Community-Based Nutrition Support Programme (Tom Brown Approach)

Contract Duration:3 months with the possibility of renewing

JOB PURPOSE

The Administrative Assistant will serve as the backbone of GHIV Africa’s daily operations. A huge part of the job is handling the logistics/reservations of staff, from organizing staff travel by booking flights and accommodations, setting up the space for workshops and trainings. The person will keep the office physically running, whether that’s supervising the office cleaners or making sure the building and equipment are well-maintained and repaired when things break down.

The person will be the one making sure meeting minutes are turned in every week and that all contracts and administrative files are organized and easy to find. He/she will also track the organization’s MOUs so they do not expire unexpectedly, will act as the main keeper of the asset register, checking on equipment every quarter to put together reports for his/her supervisor.

The Administrative Assistant will also play a key role in managing the office by linking administrative duties with the Finance Unit. This means staying on top of supplier payments to make sure everyone is settled up on time, monitoring and controlling administrative/office expenses and budget. Ultimately, the person will be directly supervising office. The position requires highl coordination and careful record-keeping, all aimed at keeping GHIV Africa’s operations professional and efficient.

Objectives

• Office Operations & Efficiency: Ensuring smooth, day-to-day office functions by coordinating, organizing, and managing office space and resources.
• Communication Management: Acting as the main point of contact, managing calls, emails, and greeting visitors professionally.
• Scheduling & Coordination: Maintaining complex calendars, organizing meetings, travel arrangements, and conferences.
• Documentation & Records: Maintaining, filing, and organizing GHIV Africa’s physical and electronic documents to ensure quick retrieval.
• Resource & Inventory Management: Monitoring and replenishing office supplies, and ensuring equipment is maintained.
• Operational Support: Drafting reports, preparing invoices, submitting expense reports, and supporting team members to meet deadlines

Admin Assistant Responsibilities

• The Administrative Assistant will oversee admin support functions for GHIV Africa.
• Coordination of travel/accommodation arrangements for GHIV staff and stakeholders.
• Oversee Flight booking for all staff.
• Take weekly staff meeting minutes and submit it before the last day of the week.
• Making arrangements for all training, workshops, meeting and general day-to-day administration in terms of compound and equipment maintenance and repairs.
• Ensure that all activities are accurately documented and arranged.
• Secure and systematic filing of all administrative-related documents, contracts, etc.
• Track all MOU in the organization to ensure they are up to date and renew the once due for renew.
• Be the custodian of the asset register and ensure Quarterly follow-up and generate report together with the supervisor.
• Direct Supervision over office cleaners and casual workers.
• Monitor and control administrative/office expenses and budget.
• Follow up with the Finance Unit to ensure that suppliers\' accounts are settled on time.

Education and experience 

• Education: National Diploma or equivalent is minimum, though an associate or bachelor\'s degree in business administration, office management, or a related field is highly preferred.
• Experience:1-2years of previous experience in clerical, receptionist, or administrative support roles.
• Technical Knowledge: Proficiency in office management software (e.g., MS Office Suite, Google Workspace, databases, and video conferencing tools).

Essential:

• Computer skills, especially in Word, PowerPoint, Outlook, and Excel
• Organization and Planning: Managing schedules, arranging meetings, and maintaining filing systems.
• Communication (Verbal & Written): Handling phone inquiries, drafting emails, memos, meeting minutes and reports.
• Time Management: Prioritizing tasks to meet deadlines and managing multiple projects.
• Attention to Detail: Ensuring accuracy in documents, data entry, and reports.

Desirable:

• High integrity, adaptability, and commitment to humanitarian values.
• Discretion & Confidentiality: Handling sensitive organization’s information securely.
• Proactive Problem-Solving: Identifying issues and implementing solutions.
• Adaptability: Flexibility to handle changing priorities and tasks.
• Interpersonal and leadership Skills: Building rapport with staff, stakeholders, and management.
• Technological: Quick to learn new tech tools.
• Ability to work under pressure and in multicultural environments.
• Ability to handle multiple tasks simultaneously in a fast-paced environment, set priorities, and meet deadlines.
• Ready to travel to deep field for monitoring project activities, if necessary.
• Communication skills (English, Hausa and fulani are added advantage).

Additional Requirements

• Fluency in English, Hausa and Fulani.
• Computer skills including Microsoft Word and Excel.
• Candidates from the targeted LGAs are encouraged to apply.

PERSONAL ATTRIBUTES

• EMPATHY AND COMPASSION: Demonstrates a genuine concern for the well-being of vulnerable individuals.
• INTEGRITY: Maintains the highest ethical standards in all professional activities.
• RESILIENCE: Capable of working under challenging conditions and managing stress effectively.
• PROBLEM-SOLVING: Proactive in identifying issues and implementing solutions.

GHIV AFRICA PSEA/GBV, AND CHILD SAFEGUARDING POLICIES:  The successful candidate shall comply and promote the PSEA/GBV, and Child safeguarding Policies at all course and all levels.

GHIV AFRICA HAS ZERO TOLORENCE FOR SEXUAL EXPLOITATION ABUSE AND HARASSMENT (SEAH)

EQUAL OPPORTUNITY:

GHIV Africa is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Join us in making a difference in the lives of vulnerable communities in North-west Nigeria. Your expertise and dedication can help ensure the safety and protection of those in need.