Administrative Assistant at GIZ Nigeria

Responsibilities
The Administrative Assistant will provide comprehensive administrative support to the Visa Unit. Key responsibilities include:

• Supporting colleagues with processing official work permits and visa on arrival requests. This extends to consultants.
• Updating the IDA country page with updated information on VISA processing, Standard Operating Procedures (SOPs) and FAQs.
• Coordinating with the Visa Consultant on requests, tracking progress, and providing timely updates.
• Supporting the unit's planning and reporting processes.

Tasks
The Administrative Assistant performs the following tasks:
Administration:

• Acknowledging and tracking visa requests submitted to the unit's email.
• Reviewing visa applications for completeness and providing timely guidance on required documentation.
• Preparing GIZ supporting letters for visa processing.
• Monitoring visa expiration dates and notifying staff for timely renewal or exit procedures.
• Processing and tracking invoices submitted by the Visa Consultant.
• Preparing weekly updates on the status of visa requests.
• Maintaining physical filing systems and ensuring data confidentiality.
• Organization of all meetings / sessions for the unit.
• Performing other administrative tasks as required.

System Management:

• Maintaining forms, templates, and digital and physical filing systems.
• Performing other system management tasks as required.

Required Qualifications, Competences and Experience
Qualifications:

• (Higher National) Diploma or Degree in Secretarial Studies, Business Administration, Social Sciences, ICT or related field.

Professional experience:

• At least 2 years’ professional experience in a comparable administrative role.
• An internship or experience in GIZ would be a strong advantage.

Other knowledge, additional competences:

• Strong proficiency in IT technologies (software, phone, fax, email, internet) and computer applications (MS Office Suite, Outlook).
• Excellent written and verbal communication skills in English.
• Ability to work independently, take initiative, and be resourceful.
• Strong organizational skills, attention to detail, and time management abilities.
• Ability to meet deadlines and work under pressure.
• Willingness to learn new skills and adapt to changing requirements.