Administrative Assistant at Plan International

Role Purpose

• This role will support Plan International Nigeria Country Program to ensure Admin, Logistics and Procurement activities are in line with organisational and project objectives and donors’ expectations and guidelines.
• The Admin and Logistics Assistant will ensure effective Administrative, Logistics and Procurement support and implementation of Plan Nigeria to enable on-time delivery at value for money of all procurement for which Plan International is responsible.

Dimensions of the Role

• The Admin and Logistics Assistant is responsible for supporting the existing operations team with Administrative and logistics planning and implementation of Plan Nigeria’s country program.
• Whilst the responsibilities below cover the main aspects of the role, this may change due to the evolving situation and it is not limited to all listed below.

Accountabilities

• Drafting of contracts for review.
• Updating the contract tracker to ensure timely renewals and termination of contracts.
• Prepare and file documents for signature/ action, as necessary to ensure proper filing are in place.
• Support the process of setting up LTAs with vendors.
• Support with visa processes such as drafting of invitation letters, following up with the Visa consultant and receiving all requisite PRs.
• Ensuring proper placement of documents on the SHARED folder.
• Sending out RFQ/RFQ to prequalified vendors.
• Support the planning and organization of meetings and workshops.
• Prepares, maintains and records all SAP purchase requisitions.
• Assist with necessary repairs and improvements as necessary.
• Oversee the proper capturing of all assets.
• Ensures compliance of all Plan international procurement and logistics regulations.
• Provide day to day support to staff in general in general office operations and identify future needs.
• Effective management of office operations.
• Support annual lease renewals.
• Perform any other duties as may be assigned.

Education, Knowledge and Experience
Essential:

• University Degree in Business, Management or any related field.
• Minimum of 2 years work experience in Administration, Supply chain and Logistics.

Required Competencies:

• Good interpersonal skills and team player.
• Highly motivated and flexible.
• Capable of creating clear goals that are consistent with the organization’s objectives.
• Adjust priorities as required; allocates appropriate amount of time and resources to assigned tasks.
• Ability To provide and receive virtual support for efficient administration.
• Ability to take and receive feedback.

Desirable:

• People Skills: Ability to work independently and as a team player who demonstrates leadership
• Communication Skills: Well developed written and oral communication skills.
• Able to communicate clearly and sensitively with vendors as a representative of Plan international.  This includes effective negotiation and representation skills.
• Integrity: Works with trustworthiness and integrity and has a clear commitment to Plan international’s core values and humanitarian principles.
• Working knowledge of SAP ERP
• Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Have experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner.
• Able to be planned and organized even within a fluid working environment and has a capacity for initiative and decision making with competent analytical and problem-solving skills.
• Ability to build and maintain strong working internal and external relationships, and represent Plan in a professional and competent manner.
• Demonstrable understanding of, and commitment to, equal opportunities, gender and diversity.
• Fluency in English written and spoken.
• Minimum of 2 years work experience in INGO