Administrative Assistant at Lagos State Ministry of Health

Overall Objective

• The Grant/Administrative Assistant will provide essential administrative and operational support to the Global Fund Grant Management Unit (GMU).
• This role ensures the smooth functioning of office processes, effective documentation, and support for staff, logistics, and reporting needs.
• The position contributes to achieving programmatic and organizational objectives while maintaining compliance with donor and internal policies.

Key Responsibilities
Administrative and Operational Support:

• Provide direct support to the office of the Coordinator, GMU.
• Perform general office duties, including filing, photocopying, scanning, and maintaining records.
• Maintain effective internal controls for inventory and stores, ensuring timely availability of office supplies.
• Monitor asset conditions and promptly report damages or faults to the Admin Officer.
• Supervise cleaning staff to ensure a consistently clean and tidy workplace.
• Support the processing of staff leave requests.

Documentation and Record Management:

• Dispatch, document, and track movement (incoming and outgoing) of files, memos, and packages.
• Participate in internal and external meetings, documenting minutes, and assisting in the preparation of presentations and reports.

Payroll and Financial Support:

• Assist in preparing monthly payroll and other staff allowances, ensuring timely and accurate submission.
• Prepare and submit expense reports and reimbursement requests

Logistics and Travel Management

• Arrange travel logistics for grant-related activities, including airport and hotel pickups where required.
• Provide support in organizing meetings, workshops, and conferences, ensuring all logistics are covered.

Other Duties:

• Ensure compliance with organizational and donor guidelines in all tasks.
• Undertake additional duties as assigned to support GMU operations.

Qualifications and Experience

• A University Degree, HND, or recognized equivalent in Administration, Management, or a related field.
• Minimum of 2 years of relevant experience in administrative or project assistant roles.
• Experience working with Global Fund grants is an added advantage.
• Familiarity with the Nigerian public health sector is highly desirable.

Skills and Competencies:

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of grant management software or tools is an added advantage.
• Strong organizational and multitasking abilities.
• High proficiency in English, both written and verbal.
• Ability to draft quality reports, minutes, and official correspondence.
• Strong intrapersonal and interpersonal communication skills.
• Goal-oriented with a proven ability to meet targets under pressure.
• Attention to detail and excellent problem-solving skills.
• Flexible, with demonstrated integrity and cultural awareness.
• Ability to work independently and collaboratively as part of a team.