Administration Associate at EngenderHealth

JOB SUMMARY

• The Admin Associate is responsible for maintaining the office clean and suitable for use and provide assistance to the office staff to ensure smooth functioning of the office environment. In addition, the staff is expected to provide refreshments to office staff members and ensure working condition of assigned equipment and machineries.

ESSENTIAL FUNCTIONS

• Will be the first to arrive at the office and ensure the cleaning services accomplish all cleaning and dusting prior to staff arrival to the office. Will also ensure that the cleaning services perform regular office especially before, during, and, immediately after meetings.
• Responsible for supervising the cleaning of all EngenderHealth Inc. Nigeria office items – furniture, equipment, the office, etc. and ensuring they are usable.
• Responsible for managing petty cash purchases and keeping the records appropriately.
• Responsible for providing EH Nigeria staff with necessary stationery and consumables.
• Responsible for carrying out spot checks on EngenderHealth Nigeria assets.
• Responsible for periodic inventory asset check as designated by the organization.
• Responsible for monitoring asset location and ensuring compliance by staff.
• Responsible for maintaining the designated filing system (e-copy and hard copies as designated) for all admin, HR, and procurement files.
• Responsible for carrying out procurement processes as designated by the Admin and Procurement Manager
• Responsible for processing payment for all vendors who have completed delivery and submitted a correct invoice.
• Responsible for maintaining the admin store records and documents in an audit ready manner.
• Responsible for ordering office supplies
• Maintaining office systems
• Vendor and contractor management to ensure on-time deliveries
• Responsible for refreshment servings during meetings, and for official guests visiting the office during working hours.
• Arranging staff travel and accommodation
• Managing office posts and courier
• Reports any equipment/furniture maintenance needs to the Administrative and Procurement Manager.
• Keeps updated records of refreshments and cleaning supplies (tea/coffee, sugar, toiletries, water, etc.).
• Makes sure enough stock of refreshment and cleaning supplies are on hand, and requests/procures new supplies in a timely manner.
• Serve as courier for any assigned task both within EngenderHealth and to partner organizations.
• Assist in the packing of materials for dispatch.
• Supervises the cleaning and security services.
• Performs other related tasks as assigned by supervisor.

REQUIREMENTS

• Degree from a tertiary institution.
• Minimum of (2) two years in related areas and experience with NGO’s is advantageous.

ESSENTIAL SOFT SKILLS

• Committed to EngenderHealth’s core organizational values of reflection, inclusion, integrity, respect, and transformation.
• Attention to detail, a good memory, and precision.
• Strong work ethic.

PREFERRED SKILLS, ABILITIES AND FUNCTIONS

• Proficient in Microsoft office suite (Word, Excel, PowerPoint, Outlook, Teams, etc.).
• Good verbal and written communication skills in English.
• Excellent in time management.
• Ability to effectively work in a team.
• Willingness to work under pressure.
• A person with integrity, honesty, and commitment to EngenderHealth’s mission.