Administrative Intern at CARE

Location: Gashua, Yobe
Employment Type: Internship

Job Summary

• The Administrative Intern’s overall responsibility is to assist the Admin Officer to ensure that the day to day running of the office administration is conducted in an efficient and cost-effective manner while keeping in mind legal considerations and donor requirements where necessary.
• Ensure admin support (effective) to CARE Programs. Reporting to the Admin Officer, he(s) is to assist to follow up and ensure office utilities, internal control, visitors/workshops logistics are provided.
• As part of the CARE administration team, the Admin Intern position undertakes and completes all administration tasks and requirements, provides support to staff, to programs, and to implement administration team projects.
• The position will report to the Admin Officer but will support the CARE management team were necessary.

Job Responsibilities

• Assist Admin Officer to ensure correct use of office equipment, servicing, repairs and ensure controls are maintained
• Assist the Admin Officer in organizing supplies needed for the events such as trainings, workshops, seminars, meetings etc. (stationary, refreshments, lunch, etc.)
• Keep record of stationary usage for monthly orders (photocopy paper, flipchart paper, stationary for workshops and for the office).
• Maintain and update stationery inventory list on a daily basis and ensure replenishment is made accordingly.
• Record all incoming and outgoing correspondence on a tracking register.
• Maintain and organize stationary cabinet, replenishing it as needed.
• Make sure that all forms in the pigeon holes are always available and updated
• Maintain and update all CARE contact list (staff contact, donor and partners)
• Maintain CO petty cash operation and ensure internal controls and petty cash policy are followed adequately.
• Assist Admin Officer to ensure a clean and efficient working environment at all times.
• Assist Admin officer to ensure administrative policies and procedures are followed.
• Provide back-up support to the program support staff in general office work
• Type documents and input data as required.
• Photocopy and bind documents as required
• Purchase International and domestic tickets for all CARE employees when required.

Qualifications / Experience
Education / Training:
Required:

• Minimum of First Degree in Administration, Management or Business or equivalent experience OR a combination of education and work experience

Desired:

• Familiarity with basic finance or accounting practices an advantage

Experience:

• 1 year progressively responsible experience in administrative work.
• Previous experience working with an INGO or a Development organization.

Technical skills:

• Excellent Analytical skill, good written and oral communication skills
• Ability to exercise independent judgment and work with minimum supervision
• Ability to multitask and work within deadlines
• Proficient in use of Microsoft applications, including Excel, Word, Powerpoint & Outlook (or similar software)
• Good knowledge of Administrative systems and practice, policies and procedures.
• Fluency in English is essential.

Competencies:

• Strong customer service focus and ability to work well with people from varied backgrounds and cultures at all levels in organization.
• Strong level of initiative to provide independent follows through on processing issues and concerns.
• Excellent planning, organizational and time management skills.
• Integrity
• Strong team player.
• Strong problem solving, analytical, operational, and coordinating abilities
• Good interpersonal, oral and written communication and presentation skills.