Admin Officer at Care Best Initiative (CBI)

Background

• CBI employs a multi-sectorial stakeholder-engagement and community-inclusion approach to the implementation of all her programs and activities, and is well experienced in advocacy, influencing, awareness creation and behavioral change programming.
• Our thematic areas of operations cut across sectors like Health (FP, SRH, HIV/AIDS & RI), Education, Nutrition (CMAM, MIYCN), Protection (GBV, Child Protection, GE&I), Water, Sanitation and Hygiene, Food Security & Livelihood (FSL) among others with the objectives to improve access to basic and reproductive health services, and support distressed families.
• We also facilitate developmental programs, such as stakeholders’ advocacy campaigns against systemic and deep-rooted gender inequalities and barriers that will improve the socio-economic status of the most vulnerable (including orphans, PLWHA, PWDs, out-of-school children, Almajiri students and Islamiyya students), promote infrastructural and environmental development, and promote equitable gender and social activities in communities.
• As our activities are also aimed at strengthening the resilience of the most vulnerable and build their capacity and self-reliance through education, sensitization and awareness creation, CBI works in partnership with the Ministry of Budget and Planning, the Ministry of Humanitarian Affairs, and Women’s Affairs, Ministry of Health as well as other relevant line-ministries for implementation.
• CBI also collaborates with other local and international partners and is an active member of several Clusters, Working groups and CSO Networks in all her states of operation and at the national level is a member of the Coalition of NGOs in Nigeria.

Job Purpose

• The Admin Officer will be responsible for overall administrative activities in the project implementation of ‘Provision of Curative and Integrated Nutrition Services in selected locations of Borno and Yobe States, Northeast Nigeria’ project in Borno State.
• Under guidance of the Programme Coordinator, this position will support the Finance department’s management of accounting systems, policies, and procedures in compliance with accounting standards, Generally Accepted Accounting Principles (GAAP), donor’s rules and regulations, and legal requirements to support high-quality programs serving the vulnerable.
• As part of CBI experienced operations team, you will help coordinate daily administrative activities through the duties outlined below.

Overall Duties

• Liaise with the landlord of the office premises and other operational contacts such as vendors, suppliers and courier services to keep the office fully functional
• Coordinate package delivery and pick up
• Ensure that CBI’s inventory list is updated on regular intervals
• Develop and oversee project safety protocols, including the management of the staff security in line with CBI Policies
• Ensure that the door security system and key management is functioning properly
• Manage the telephone/intercom/internet system
• Provide logistical support for meetings and conferences on-site and off-site
• Respond to general emails and forward to the appropriate members of staff
• Provide orientation for new staff, visitors or consultants on the use of the general office equipment and other office systems
• Maintain office equipment and oversee repairs
• Manage the office fleet and approve any private vehicle hire
• Oversee vehicle repairs
• Maintain office logs on travel, inventory and fuel usage for generator, vehicles etc.
• Prepare travel arrangements, relevant documentation (tickets, visas etc.) and any necessary travel materials (Meeting confirmations, background or reference confirmations)
• Prepare and submit a monthly logistics report about the above to the State Coordinator.
• Coordinate procurement process of goods and services, ensure necessary documentation
• Maintain and update vendor’s database for necessary goods and services
• Monitor quality and control cost on various office supplies, stationery, hotel accommodation, transportation and other equipment
• Provide support to HR where needed
• Any other function required to undertake broadly in line with above functions.

Other Duties:

• Keep colleagues appraised of developments in own area as appropriate
• Contribute to staff meetings, and other internal meetings with appropriate content , views and suggestions
• Fulfill requirements of internal staff management processes including performance reviews, supervisory meetings, etc.
• Develop strong relationships with all CBI colleagues and partners to enhance their understanding of admin/logistics and build their knowledge.

Job Holder Entry Requirements
Knowledge (Education & Related Experience):
Education:

• Bachelor's Degree in Business Administration, Procurement, Logistics, Management, Human Resource or a related field

Required Experience:

• 1-2 years professional experience carrying out administrative, logistical and/or operational tasks
• Experience working in an NGO or civil society is a plus

Skills (Special Training or Competencies):

• Proven interest and commitment to humanitarian and development principles and a demonstrable understanding of conflict/post conflict development contexts
• Excellent in English (oral and written)
• Ability to plan, organize work, communicate and reports effectively (both in writing and verbally)
• Proven ability to prioritize tasks and meet deadlines; team player and effective communicator,
• Strong IT skills (Email, Microsoft Office applications, Google Drive, Google Docs, Sheets, Presentation).
• Demonstrated passion for human rights issues
• Good reporting capacity and experience
• Ability to function effectively under stressful conditions such as heavy workloads, and deadlines.
• Ability to observe and understand cultural and social contexts and reflect the understandings in programming
• Excellent analytical and report writing skills
• Strong community engagement and facilitation skill
• Ability to infuse positive energy to the team
• Attention to detail, keen at following procedures and meeting deadlines
• Ability to organize tasks simultaneously and prioritize work
• Strong verbal and written communication skills
• Strong interpersonal skills working with cross cultural and multi diverse teams
• Ability to build strong working relationships for partnerships
• Standards of Professional Conduct especially on integrity, service, and accountability

Key Behaviors:

• Interpersonal and intercultural sensitivity.
• Social and receptive (active listener).
• High degree of integrity.
• Ability to work independently and as a part of the team, as the situation dictates.
• Pro-active and ready to take initiative.
• Ability to assimilate and handle a wide range of information efficiently and effectively.
• High level of stress tolerance and ability to work under pressure with minimum supervision.
• Willingness to undertake extensive field trip within PCO working area.

Key Relationships (excluding own line manager and staff):
Internal:

• Program Coordinator/State Coordinator
• Finance and Support Services team
• Various staff based in all CBI core departments, as and when necessary (e.g. funding, PDA, MEAL, finance, PPA)

External:

• Partners
• Consultants
• Service Providers/Stakeholders (Other NGOs)
• Government agencies
• Community leaders/CBOs.