Administrative Officer at Jhpiego - John Hopkins University

Position Reports to: Administrative Manager

Overview

• The Admin Officer (AO) reports to the Administrative Manager and will be responsible for providing Administrative support to the Administrative Team in Jhpiego office in Abuja.
• The AO will ensure that administrative processes follow Jhpiego, USAID rules and regulations, other applicable approved procedures at all times.
• The AO will be responsible for ensuring cost consciousness, efficiency of administrative operations and maintaining an on-site administrative system required to assure the integrity and effective performance of admin operations.

Responsibilities

• Ensure that administration processes run smoothly to support effective and efficient program implementation.
• Responsible for managing and reporting operational usage of vehicle fleet and other facility equipment
• Provide and ensure that all logistics requirements are available for the smooth running of program activities.
• Set the standard for compliance with USAID and Jhpiego’s regulations and standards.
• Ensure that all shipments received are properly recorded and ensure that appropriate department is informed of the arrival of each shipment.
• Maintain lease and contract management database and ensure that renewals, extensions, termination processes are promptly initiated and completed
• Support office management and facility management process
• Support fleet management process
• Support planning and coordination of business travels for all country office staff

Required Qualifications

• B.Sc. in Business Administration, Public Administration, or relevant field
• Professional Certification in Project Management is an added advantage. Master’s degree is an added advantage
• Minimum of three (3) years demonstrated administrative experience within an international not-for-profit organization.
• Previous experience in a USAID award is highly desired
• Practical understanding and application of donor regulations in large and complex projects is highly desired.

Knowledge, Skills and Abilities:

• Computers skills including use of automated fleet management and reporting software.
• Working knowledge of database applications, MS Word, and Excel etc
• Excellent organizational skills, detail-oriented and high degree of accuracy;
• Excellent interpersonal skills to effectively interact with all levels of staff and partners.
• Good oral and written communication skills to effectively communicate findings and analyses
• Cooperative, hardworking, flexible & dependable.
• Be of high integrity and have a sense of confidentiality
• Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization
• Capability to develop and implement effective strategies and tactics for accomplishing assigned duties
• Ability to work independently and as a member of a team.
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.