Administrative Assistant / Front Desk Officer at West Africa Network for Peace-building (WANEP)

General Position Summary

• The Administrative Assistant / Front Desk Officer is responsible for providing comprehensive administrative and front desk support to ensure the smooth operation of the office. This role involves interacting with clients, partners, and team members, managing office resources, and assisting with routine administrative tasks.
• The Administrative Assistant / Front Desk Officer works/reports directly to the Admin/Operations department while ensuring the smooth running of all administrative aspects of program implementation.
• Additionally, the officer works/monitors closely with security personnel and janitors to maintain office safety and cleanliness.

Essential Job Responsibilities
Administrative Support:

• Perform general office duties such as data entry, document preparation, and file management.
• Assist in scheduling appointments, and meetings, and coordinating travel arrangements.
• Maintain office supplies inventory and order items as needed to ensure efficient operations.
• Prepare and distribute correspondence, memos, and reports as directed.
• Assist in maintaining accurate records and filing systems in compliance with organizational policies.
• Support the preparation of presentations and materials for meetings.

Front Desk Management:

• Serve as the first point of contact for visitors and callers, providing a professional and welcoming presence.
• Answer, screen, and forward incoming calls while providing basic information as needed.
• Ensure the front desk is organized and equipped with the necessary supplies to operate efficiently.
• Handle incoming and outgoing mail and deliveries, ensuring proper documentation and timely distribution.
• Maintain visitor logs and ensure compliance with security protocols.

Client and Partner Interaction:

• Assist in coordinating meetings and events, including booking venues and preparing relevant documentation.
• Support in liaising with partners and stakeholders to coordinate appointments and respond to inquiries.
• Facilitate clear and professional communication between team members, partners, and clients.

Operational Coordination:

• Collaborate with procurement and logistics teams to support administrative needs related to program operations.
• Ensure that office operations align with budgetary and quality standards set by the organization.
• Participate in team meetings, taking minutes and ensuring timely follow-up on action points.
• Assist with organizing workshops, training sessions, and community engagement activities as required.
• Work/monitor closely with security personnel and janitors to ensure office safety and cleanliness.

Accountability:

• Reports Directly To: Admin/Operations Department.

Security:

• Ensure compliance with security procedures and policies as determined by WANEP-Nigeria.
• Coordinate with WANEP Security/Safety Officer and State Manager on any threats to WANEP staff and activities; follow up on incidents/security threats in areas of operation.

Diversity, Equity & Inclusion:

• Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges.
• We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable, and inclusive than we are today.

Equal Employment Opportunity:

• As an equal-opportunity employer does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have a sustained global impact.
• We do not tolerate discrimination based on race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status, or any other protected group in the locations where we work.

Safeguarding & Ethics:

• WANEP-Nigeria is committed to the core principles regarding the prevention of sexual exploitation and abuse laid out by the UN Secretary-General and IASC.
• As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and adhere to the Code of Conduct Policies, and values at all times.

Qualifications and Experience

• Candidates must possess an HND / B.sc degree in related fields
• 2 - 5 years of experience working in the non-profit sector preferably in conflict management/peacebuilding and community development
• Proven experience as an administrative assistant, office assistant, or in a similar role.
• Excellent communication and interpersonal skills.
• Strong organizational and time-management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office equipment.
• Ability to work independently and as part of a team.
• Professional demeanor and customer service-oriented mindset.
• Commitment to maintaining confidentiality and integrity.