Administrative Officer at IITA - International Institute of Tropical Agriculture

DUTIES:

Office Administration & Coordination

• Support general administrative operations to ensure smooth and efficient workflow within the unit.
• Maintain and organize office records, files and documentation, in compliance with organizational policies.
• Manage office supplies, inventory and procurement processes, and ensuring optimal stock levels.
• Handle confidential information and documents with discretion, adhering to established confidentiality protocols.

Executive & Secretarial Support

• Manage schedules, appointments and correspondence for senior staff.
• Coordinate meetings, including scheduling, preparing agendas, taking minutes and following up on action items.

Travel & Logistics Management

• Process travel advances and related documentation for the unit’s staff promptly.
• Handle Oracle request, track approvals, and ensure compliance with organizational policies.

Operational & Compliance Support

• Maintain accurate stock inventory records and ensure timely stationery and office supplies replenishment.
• Support budget tracking and expense monitoring related to administrative functions.
• Ensure compliance with office policies and procedures, guiding staff as needed.

General Administrative Support

• Assist in the preparation of reports, presentations and official correspondence.
• Liaise with internal and external stakeholders on administrative and operational matters.
• Provide support for office events, workshops and training sessions.
• Perform any other duties as may be assigned by the Supervisor.

Requirements

QUALIFICATION:

• BSc/HND in Business Administration, Public Administration or related field with a minimum of three (3) years’ experience performing a similar role in a well-structured environment.

COMPETENCIES:

The ideal candidate must:

• Have high level of professionalism and integrity.
• Possess strong inter-personal skills and be a good team player.
• Be adaptable and willing to take on diverse administrative tasks.
• Demonstrate strong problem-solving skills and attention to detail.
• Possess excellent organizational, communication and multitasking skills.
• Be proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and ERP systems.
• Have ability to work independently, prioritize tasks and handle confidential information with discretion.
• Have time-management skills and the ability to meet deadlines.