Admin Assistant at Plan International

Location: Sokoto  Application Link

Location: Bauchi  Application Link

Role Purpose

• The ASPIRE project is a 5-year project funded with support from Global Affairs Canada and focused on improving sexual rights and reproductive health of adolescent girls and boys in Bauchi and Sokoto state.
• The purpose of this role is to provide administrative and logistical support to the implementation of the ASPIRE project in Sokoto in line with donor expectations, as well as Plan International Global and National policy.

Dimensions of the Role

• The post holder will support effective administration and logistics coordination for the ASPIRE project in sokoto.

Accountabilities

• Provide day-to-day support to staff in general office operations and identify future needs
• Ensure timely welcome services, hotel and flights bookings and other support services for staff and visitors
• Coordinate and management movement register for all staff and visitors on the project in Sokoto
• Effective management of the office operations
• Prepare and file documents for signature and/or action, as necessary and ensure that that proper filing systems are in place for the office
• Coordinates the planning and organization of meetings and workshops
• Arrange for the repair and maintenance of office equipment and machinery to ensure that staff works effectively without any disruptions.
• Ensures that the SAP system is used to capture all necessary activities as required.
• Establish and maintain a well-functioning logistics support operation for the office - effective coordination and use of vehicles
• Coordinate logistics and procurement operations – Selection of vendors/suppliers and sending RFQs
• Prepares and Maintain records of all outstanding purchase orders with external vendors and arranges transportation and forwarding services for all orders to ensure delivery on schedule
• Prepare reports on personnel and material movement and ensure that reporting requirements are fulfilled in an accurate and timely manner
• Ensure compliance with Plan International logistics standards and regulations
• Take minutes of staff and management meetings
• Ensure appropriate request for quotation is placed and correct quotations received for processing
• Responsible for purchase order creation and maintenance in SAP
• Store Management using specified software
• Perform any other project related duties as specified by the HR/Admin Manager and other dotted line management.

Technical Expertise, Skills and Knowledge
Essential:

• A Degree in Business / Public Administration or related field.
• At least 2 years of experience working in administration and logistics generalist role in a
• Experience in use of SAP
• Fluency in English with excellent writing and speaking skills is required.
• Excellent and demonstrable experience in procurement processes and logistics management.
• Demonstrable experience in office management and staff coordination.
• Excellent writing and speaking in English language
• Knowledge and understanding of Nigeria’s policy environment
• Highly developed interpersonal and communication skills including good listening skills, influencing, negotiation and coaching
• Capacity to build and maintain relationships and to work effectively in a multicultural and multi-ethnic environment respecting diversity.
• Experience with Microsoft Word, Excel, Power Point and Outlook.

Behaviour:

• Creates strong sense of purpose and commitment within own part of the team and with stakeholders
• Holds self and others to account to deliver on agreed goals and standards of behaviour
• Demonstrates a high degree of professionalism/integrity
• Strategic thinking and effective contribution to own work and Organisational development.
• Strong emotional intelligence including self-awareness.
• Very strong commitment to continuous learning
• Actively seeks for support in addressing difficulties in execution of duties.