Administrative Assistant at DAI

Position Objectives:

The Administrative Assistant is responsible for the operational and administrative tasks in the field office. S/he will aid the project team to maintain smooth day-to-day office functions. He/she will be expected to coordinate closely with the Operations as well as Finance and Accounting teams and the home office administration staff.

Responsibilities:

• Handle routine administrative tasks, including calls, mail, and electronic communications and routing messages and information to appropriate individuals. Support the security operations of the office premises, the property therein, and the motor pool.
• Support procurement logistics by ensuring proper documentation is saved in project files in a timely manner.
• Ensure that project staff's needs for office equipment, supplies, and furniture are met.
• Perform regular spot audits of project files Support inventory management and disposition of project assets.
• Maintain office inventory trackers and coordinate equipment maintenance with the relevant departments and work closely with Bauchi Main Office (BMO) Facilities Specialist.
• Coordinate logistical support and assist with project staff travel, such as hotel booking, ticket reservation, and car arrangement.
• Support the office in the distribution of invitations, letters, meeting minutes, and other printed material as needed. Support office with printing, copying, and binding materials as needed.
• Assist operations and accounting staff with reviews of backup documentation using the finance checklists to ensure completeness, accuracy, and full compliance with DAI policies and procedures.
• Assist in preparation of information inputs for any financial reporting requirements, or internal reports, as necessary.
• Other duties of reasonable nature as assigned by the supervisor or designee.

Reporting:

The Administrative Assistant will report to the Finance and Administrative Specialist (state offices) or designee (Bauchi Main Office).

Minimum Requirements:

• Bachelor’s degree in finance, business administration, public administration, economics, or other relevant field.
• Working knowledge of US Government operations, policies, procedures, and FAR regulations preferred.
• Minimum two (2) years of experience in an administrative support role.
• Demonstrated ability and willingness to both train and be trained.
• Proficiency in English language, verbal and written, is highly preferred.
• Highly organized and with the ability to multi-task and prioritize as and when needed without sacrificing the quality of work performed.
• Knowledge of budgeting and procuring goods and services.
• Strong analytical skills with good problem-solving skills & creativity, supported by good writing skills.
• Excellent interpersonal communication skills.
• Possess both a willingness and an ability to train and be trained.
• Accuracy with managing and organizing large amounts of data.
• Experience in basic security and operations.
• Working knowledge of Microsoft Suite, i.e., Excel, Word, and PowerPoint, is highly preferred.