Admin / Office Assistant at Think Positive Live Positive Support Initiative - TPLPI

Position Overview:

• We seek a proactive and organized Office Assistant to provide administrative and clerical support to our organization.
• The Office Assistant will play a key role in ensuring the smooth functioning of office operations, supporting the efficient delivery of programs and services, and maintaining a clean and organized workspace.

Key Responsibilities:

Administrative Support:

• Welcome visitors, answer phone calls and respond to inquiries professionally and courteously.
• Assist with organizing and scheduling meetings, appointments, and events, including booking venues, coordinating logistics, and preparing necessary materials.
• Maintain office supplies inventory by checking stock levels, placing orders, and ensuring timely delivery.
• Assist with mail handling, including sorting incoming mail, preparing outgoing mail, and distributing correspondence to appropriate recipients.
• As needed, assist with data entry, filing, scanning, and other administrative tasks.

Document Management:

• Assist with the organization and maintenance of electronic and paper filing systems, ensuring documents are properly labeled, stored, and archived.
• Support the preparation and formatting of documents, reports, presentations, and other materials using Microsoft Office or other software as needed.
• Assist with document translation and interpretation where necessary, particularly for multilingual communications or projects.

Logistics and Facilities Management:

• Coordinate office maintenance and repairs, including liaising with building management, contractors, and service providers.
• Assist with the setup and breakdown of meeting rooms, event spaces, and workstations, ensuring they are clean, organized, and equipped with necessary supplies.
• Monitor and maintain office equipment, including printers, copiers, and computers, and troubleshoot minor technical issues as needed.
• Perform regular office cleaning duties, including sweeping, mopping, dusting, and sanitizing communal areas, restrooms, and kitchen facilities.

Assistance to Staff and Program Teams:

• Provide general administrative support to staff and program teams, including photocopying, scanning, and filing documents, as well as running errands and performing other tasks as assigned.
• Assist with travel arrangements and expense reporting for staff, volunteers, and visitors, including booking flights, hotels, and transportation.

Qualifications:

• SSCE or equivalent qualification.
• 0-1 year of experience in an administrative or office support role, preferably in a non-profit or NGO setting.
• Strong organizational skills and attention to detail, with the ability to multitask and prioritize workload effectively.
• Excellent communication and interpersonal skills, with a positive attitude and customer service orientation.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and basic computer skills.
• Ability to work independently with minimal supervision, as well as collaboratively in a team environment.
• Must be a resident of Lagos State.
• Fluency in English.