Admin Intern at Plan International

Role Purpose

• The purpose of this role is to provide administrative and logistical support for the Country office in line with policies of Plan International Nigeria, donor requirements and Nigerian laws.
• The post holder will be supervised by the Admin Coordinator and expected to work very closely with other members of the Country office and field offices.

Dimension of Role:

• Communicates within Plan International Nigeria and externally with vendors, service providers, consultants etc.
• The post holder will contribute to the effective administration and logistics management in the Country office and give support to the field office where necessary.

Key Roles / Responsibilitie

• Support the Admin Coordinator in generating routine contracts
• Facilitate the process of setting up Long Term Agreements with vendors
• Oversee the maintenance and updating of the inventory register
• Ensure timely welcome services, hotel reservation and flights bookings and other support services for staff and visitors
• Prepare and file documents for signature and/or action, as necessary and ensure that that proper filing systems are in place for the office
• Support the planning and organization of meetings and workshops
• Maintain vehicle and Generator maintenance log
• Ensure that vehicles and generators are in good conditions and liaise with the Admin Coordinator about necessary repairs and improvements as necessary
• 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.
• 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
• Ensure appropriate request for quotation is placed and correct quotations received for processing
• Perform any other project related duties as specified by the Admin Coordinator

Technical Expertise, Skills and Knowledge
Essential:

• A degree in Business/Public Administration or related field.
• 2 years of experience working in administration and logistics generalist role
• 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.