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

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

Description

• 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 the USAID Nigeria TB LON Grant; which includes 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

• Coordinating all administrative and secretarial support services for the implementation of USAID Nigeria TB LON
• Assisting with the effective management of day to day office operations
• Supporting & coordinating internal and external meetings, trainings, venues, logistics, provision of materials and refreshments particularly during multiple meetings
• Working with the team for logistical support to staff/visitors including liaising with program management unit on team itineraries, appointments according to schedules developed by department members
• Assisting in documenting and archiving program documents.
• Arranging travel logistics for staff, consultants and training participants including hotel reservations and where required, arranging for airport and hotel pick-ups
• Coordinating staff meetings, setting up conference rooms and meeting rooms, ordering and setting up audio-visual equipment and agendas, take minutes of meetings and writing reports as requested, filing records of all meetings
• Recording minutes of staff meetings and circulating same amongst the staff and meeting attendees
• Assisting with the production of presentation materials for staff members
• Performing office equipment tasks such as making needed arrangement for services via telephone or e-mail, obtaining quotations for required services, arranging for repairs of office equipment
• Collating and filing quarterly, monthly and weekly reports
• Collating and harmonizing quarterly and monthly work plans
• Making travel arrangements as requested by program staff and facilitating retirement of trips made by staff
• Tracking of USAID Nigeria TB LON work plans and activities
• Conducting weekly and monthly supervision of office motor vehicles as well as drivers with daily vehicle check list
• Coordinating, monitoring and supervising security staffs
• Performing any other duties as assigned.

Minimum Qualifications

• 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 by any 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 ability to prioritize work
• Attention to detail and problem solving skills
• Working knowledge of office equipment such as printers, photocopiers, computers etc
• Analytical mind and fluency in written and oral communication
• Ability to work well with others to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.