Administrative Assistant at Ishk Tolaram Foundation

Overview of Role

• We are looking for an Administrative Assistant to join our team and support our work at Ishk Tolaram Foundation. The role is based in Lagos, Nigeria.

Responsibilities

Office Administration

• Ensure day-to-day office administrative management
• Ensure the efficient performance of all departments in the organization
• Ensure that outgoing and incoming mail is allocated to the correct department within the organization
• Organizing and assisting fellow employees with meetings, conferences, and direct telephone calls when required
• Communicate with members of the public when an inquiry is made
• Manage and maintain the filing system that has been implemented into the organization
• Event scheduling, booking of hotel and flight, protocol, and hospitality support for visitors
• Office duties that involve the ordering of equipment, office supplies, and other inventory that is required

Facility and Asset Management

• Maintain records/logs of utilities and their payment (electricity, phone service, diesel for generators, waste, DSTV, etc.)
• Oversee office ambience, manage cleaning staff deliverables, and provide regular reports to HR
• Maintenance and repairs in the office (plumbing, painting, carpentry, aluminum works, sewage, etc.)
• Maintenance and repairs of office assets (generators, inverters, electronics and electricals, furniture and fixtures, fire extinguishers, etc.)
• Asset tagging and monthly stock count of asset
• New Fixed Asset Purchase
• Liaise with vendors for fixed asset requirements
• Get quotations, make comparisons, and suggest the best option
• Fleet Management (vehicle paper renewals and routine maintenance with drivers)

Skills

• Basic book-keeping knowledge, office procedures, and computer skills
• Able to work in a self-directed, organized manner
• Initiative, Influencing, and self-awareness skills
• Good communication skills (written and verbal)
• Excellent interpersonal skills
• Time management skills
• Key Attributes
• A good listener
• Team player
• Ability to Prioritize and work with less supervision
• Systematic, proactive, innovative, self-motivated and detail-oriented
• High level of trust and integrity

Academic / Work Experience

• 1-2 years of work experience as an administrative assistant in a company
• Basic understanding of Microsoft Office and Google Suite