Administrative Assistant (USAID Nigeria TB LON) at Institute of Human Virology, Nigeria

Administrative Supervisor: State Lead
Technical Supervisor: Head of Finance and Operations

Job Details

• To support the Institute’s drive to detect and treat tuberculosis in the country, IHVN is looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks for the implementation of USAID Nigeria TB LON grant; which include providing support to program implementation team and other employees, assisting in daily office needs and managing the institute’s general administrative activities.

Summary/Overview

• Under the guidance and supervision of the Head of Finance and Operations, S/he will provide administrative and logistical support services to the program implementation team and operations of the general office management of USAID Nigeria TB LON Grant.

Duties and Responsibilities
S/He will:

• Coordinate all administrative and secretarial support services for the implementation of USAID Nigeria TB LON
• Assist with effective management of day to day operations of the office
• Support coordinating internal and external meetings, trainings, venues, logistics, provision of materials and refreshments particularly during multiple meetings.
• Work with team for logistical support to staff/visitors including liaising with program management unit on team itineraries, appointments according to schedules developed by department members
• Assist in documentation and archiving of program documents.
• Arrange travel logistics for staff, consultants and training participants including hotel reservations and where required, arranging airport and hotel pick-ups
• Coordinate staff meetings, set up conference rooms and meeting room, ordering and setting up audio-visual equipment and agendas, take minutes of meetings and write reports as requested, file records of all meetings.
• Record minutes of staff meetings and circulate same amongst the staff and meeting attendees
• Assist with production of presentation materials for staff members.
• Perform office equipment tasks such as making needed arrangement for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment.
• Collate and file quarterly, monthly and weekly reports
• Collate and harmonize quarterly and monthly work plans
• Make travel arrangements as requested by program staff and facilitate retirement of trips by staff
• Tracking of USAID Nigeria TB LON work plans and activities
• Conduct weekly and monthly supervision of office motor vehicles as well as the drivers with daily vehicle check list
• Coordinate, monitor and supervise security staffs
• Perform any other duties as assigned

Education/Experience

• Possession of a B.Sc in Business Administration or any of the Social Sciences or Higher National Diploma in Business administration.
• Membership or part certification in recognized professional bodies will be an added advantage.
• Minimum of 3 years post qualification hands-on experience in an International NGO or Grants operational environment is required.

Knowledge, Skills, and Abilities:

• Proven experience as an administrative assistant
• Applicants should be able to work independently with minimal supervision;
• Knowledge of office management systems and procedures
• Proficiency in the use of computer application (Microsoft office etc.)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Working knowledge of office equipment, like printers, photocopier, computers etc
• Analytical mind and fluency in written and oral communication;
• Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.