Administrative Assistant at IITA - International Institute of Tropical Agriculture

Responsibilities
Executive Administrative Support:

• Lead the execution of high-level administrative and secretarial functions, including drafting complex correspondence, managing executive calendars, and maintaining robust physical and digital filing systems.
• Exercise sound judgment in handling sensitive information and project documentation, ensuring strict adherence to data protection regulations and ethical standards.
• Provide strategic administrative support to enhance the operational efficiency and effectiveness of the unit.
• Proactively identify and implement process improvements to streamline administrative workflows.

Office Operations and Resource Management:

• Oversee day-to-day office operations, including documentation management, inventory oversight, and timely procurement of essential supplies and materials.
• Maintain accurate and up-to-date inventory records, and implement proactive stock management strategies to ensure uninterrupted operations.
• Analyze usage trends and recommend cost-effective procurement solutions.

Travel and Logistics Coordination:

• Manage end-to-end travel logistics for staff, including processing travel requests, advances, and reimbursements in compliance with organizational policies.
• Ensure timely and accurate documentation, and liaise with relevant departments to resolve travel-related issues efficiently.

Meeting and Event Coordination:

• Coordinate internal and external meetings, workshops, and events, including agenda preparation, minute-taking, and follow-up on action items.
• Ensure effective stakeholder engagement and timely communication of meeting outcomes.

ERP and Systems Oversight:

• Initiate and monitor Oracle ERP requests, track approvals, and ensure alignment with financial, procurement, and compliance protocols.
• Serve as a liaison between the unit and finance/procurement teams to resolve system-related issues and ensure timely processing of requests.
• Perform any other duties as may be assigned by the Supervisor.

Requirements

• HND/BSc in Business Administration, Public Administration or a related field.
• The ideal candidate must have a minimum of four (4) years’ experience performing a similar role in a well-structured environment.

Competencies
The ideal candidate must:

• Be proficient in Microsoft Office applications (Word, Excel, Powerpoint, Outlook) and familiar with ERP systems (e.g. Oracle)
• Have strong organizational, planning, and multi-tasking abilities.
• Demonstrate a high level of attention to detail.
• Possess a solid understanding of administrative and clerical procedures within an office setting.
• Be able to maintain composure and effectively prioritize tasks in a fast-paced environment.
• Have excellent interpersonal and communication skills (written and verbal).
• Maintain high discretion and professionalism when handling sensitive and confidential information.
• Display a proactive, service-oriented attitude with strong problem-solving capabilities.