Admin Assistant II at Breakthrough ACTION

Summary

The Administrative Assistant II will be responsible for assisting the Senior Administrative Officer and other members of the administrative team with day-to-day tasks related to project administration.

Essential Duties and Responsibilities

In addition to the general duties described above. Specific duties and responsibilities include the following:

• Support the admin team with the implementation of procurement processes and procedures and processing vendor and invoices;
• Assist with logistics arrangements for local and international travels;
• Ensure that the assets that are issued to staff are authorized, recorded and necessary paperwork exists as per the office/USAID policy.
• Assist with logistics for conferences, local travel, workshops and other activities;
• Manage staff monthly call credit and internet payments;
• Support the team with basic asset/inventory management;
• Support in the staff HMO registration and payment;
• Support the admin team in updating and managing vendor contracts and Service Level Agreements (SLAs);
• Assist with the management of project vehicles and drivers. Ensure drivers comply with safety rules and defensive driving techniques and reports.
• Ensure procurement of goods and services for the project are done according to USAID and institutional rules and regulations.
• Together with relevant staff ensure that travel & logistics, welfare, and support needs of visiting guests to Nigeria and expatriates are met.
• Support in the maintenance and management of physical office space and project vehicles; including environmental cleaning, local transportation, maintenance of office equipment and appliances and meeting staff office needs.
• Prepare relevant administrative reports when needed.
• Other duties as identified by supervisor.

Supervisory Responsibilities

This position has no direct supervisory responsibilities.

Minimum Qualifications

• Minimum of bachelor’s degree
• 3 - 4 years’ experience working with donor-funded projects in administrative and procurement related tasks
• Working experience with USAID funded projects is an added advantage.
• Working Knowledge of MS Office Packages
• Knowledge of administrative procedures.
• Well-organized, with ability to track multiple activities and deadlines.
• Ability to work successfully in a cross-cultural, team-based environment.