Administrative Assistant at Norwegian Church Aid ('NCA')

Background

Norwegian Church Aid ('NCA') is a member of the ACT Alliance and works with people and local actors, especially Faith-based actors in many countries where it works in their struggle to eradicate poverty and injustices. We provide humanitarian assistance in disasters and work for long-term development in local communities and societies. In order to address the root causes of poverty, we advocate for just decisions by public authorities, businesses and religious leaders. NCA has a presence in Nigeria to respond to the Humanitarian crisis in Northeast Nigeria and had program Emergency WASH response in Cross-River state. NCA has its core competencies in Water Sanitation and Hygiene –WASH, Gender Based Violence with mainstreamed Adolescent Sexual Reproductive Health. NCA has its strengths in works and invest in local partners to ensure their capacities are built from the onset of response, in order to enable them to have the capacity to respond in a long-term intervention including recovery and development.

The Administrative Assistant will provide effective and efficient administrative systems relating to the day to day administrative requirements, functions and general office management activities in the Abuja Office to ensure effective operations.

Specific objectives of mission (objectives, scope and deliverables).

Objective 1

Administration and office support: To ensure effective administrative and office management support for operational excellence.

Objective 2

Travel Support: Provide seamless travel and logistics support to staff and visitors in Abuja office.

Objective 3

Facility/Asset Management Support: To ensure functionality of asset and facility for effective service delivery.

Roles and responsibilities

Objective 1: Administration and office support

§  Support effective and efficient administrative systems relating to the efficient operations of Abuja Office.

§  Carry out a range of administrative tasks, such as filing, maintaining accurate records both in soft and hard copies.

§  Send/Receive cargos, parcels and distribute them in a timely manner to recipients; processing outgoing despatch; act as primary liaison with courier service providers in Abuja.

§  Attend to visitors in a polite, professional and courteous manner while, directing them appropriately.

§  Make minor purchases on behalf of the office

§  Maintain an up-to-date contact list of partner organizations, relevant government agencies and emergency service providers including their names and addresses for use by office and staff.

§  Ensure stock of office supplies/stationaries are adequately managed and replenished when due and maintain inventory of supplies.

§  Ensure front desk area is tidy, clean and presentable and the ambience is maintained in line with profile of NCA.

§  Support towards maintaining a safe, secured and efficient working environment.

§  Support the CD in scheduling and coordinating meetings as required.

§  Support in managing office events such as meeting, conference, seminar by arranging venue and materials as requested.

Objective 2: Travel Support

§  Support travel and accommodation arrangements not limited to (flight and hotel bookings) for staff and visitors in Abuja as requested.

§  Arrange vehicles for staff travel and daily movement as per their schedules.

§  Collate and timely process hotel and car rental payments to vendors.

§  Liaise with NCA’s focal point to Coordinate, document and follow up on visa application and extension for international staff and visitors as required.

Objective 3: Facility/Asset Management:

§  Ensure functionality of office equipment and facilities including reviewing maintenance requirements, arranging for necessary repairs, maintaining equipment to ensure optimal functionality.

§  Assist in ensuring that all the items bought that fall under Asset category according to NCA’s Policies are properly registered on the Asset Register with all the required information.

§  Assist in maintaining a softcopy and manual filing system of the Asset Register for Abuja Office

§  Assist in ensuring quarterly reviews and physically crosscheck the Asset Register with the assets to ensure the asset tags are available on the assets and update the assets condition.

Experience and Qualifications:

• Bachelor's Degree (or equivalent) in Administration, social sciences or a related field preferred.
• Minimum of one (1) year of relevant administrative experience.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) is required.
• Excellent oral and written communication skills
• Must be detail oriented with the ability to multi-task and work independently while being a team player.
• Pleasant and good-natured disposition with a ‘can do’ attitude /willingness to assist around the office
• Ability to manage information with discretion and confidentiality.
• High degree of integrity with sound office etiquette.

NCA’S COMMITMENTS

NCA is committed to following the following policies, standards and commitments and all staff are equally expected to conform to their requirements:

• Humanitarian Accountability Partnership (HAP)
• Code of Conduct for the International Red Cross and Red Crescent Movement and Non-Governmental Organizations (NGOs) in Disaster Relief
• ACT Alliance Code of Conduct
• SPHERE Humanitarian Charter and Minimum Standards in Disaster Relief
• NCA Nigeria Security Plan
• NCA Nigeria Staff Handbook

Prevention of Sexual Exploitation and Abuse

Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Norwegian Church Aid and amongst beneficiaries served by Norwegian Church Aid.

Compliance & Ethics:  

Promotes and encourages a culture of compliance and ethics within Norwegian Church Aid. As applicable to the position, maintains a clear understanding of Norwegian Church Aid’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values

Method of Application

Interested and qualified candidates should send an application letter and CV in a single document(saved in your name) to: Recruitment-Ng@nca.no        

The position title should be indicated in the subject line of the email.   

Only shortlisted candidates will be contacted. Application Deadline 16th February 2021