Administrative Officer at North East Regional Initiative (NERI)

Position Summary:

The Administrative Officer provides support to various departments and performs a broad range of administrative, clerical, and secretarial duties. This position will be based at the head office located in Abuja. Limited travel may be required.

Reporting & Supervision: 

The Administrative Officer reports to the Operations Manager in Abuja. 

PRIMARY RESPONSIBILITIES AND DELIVERABLES

Primary responsibilities include but are not limited to the following:

• Provide Administrative support to the office.
• Handle general inquiries and requests for information and materials via email, mail and/or phone.
• Serve as main office point of contact/front desk by greeting, receiving, and directing office visitors and staff.
• Keep records of incoming and out-going call/visitors logs and ensure proper coordination with guards at all times while ensuring security directives/office policy are followed as regards accessing the NLCB Office building
• Liaise with service providers, external organizations and STTA’s on behalf of NLCB Operations.
• Serve as liaison to the state logistics officers in the field offices on travel plans for all staff on airport pick/drop off and accommodation arrangements.
• Serve as point of contact for operational support on land travel logistics/scheduling using NLCB movement planner and accommodation bookings within the State,
• Provide operational support (car hire, airport transfers, pickup/drop off arrangements and assignment of communication tools) to HQ staff and other consultants visiting the country.
• Assist in organizing events and corporate hospitality functions, using time and resource management skills to achieve smooth implementation.
• Support Operations Manager to develop and maintain effective administrative systems and procedures to ensure the smooth running of the unit.
• Create, supervise, and monitor Schedules for outsourced contractors under Operational/Admin unit
• Support Operations Manager to Coordinate Admin staff leave schedules, travel authorizations.
• Log in and update the movement schedule of every staff using the office vehicle or a car hire at any given time.
• Process payments by generating goods received notes and payment requests for all office/operational activities, services rendered and completed by vendor.
• Maintain, monitor and update electronic filing systems; staff contact list, staff birthdays, photographs and ID numbers as well as hard copy files- Purchase requests, staff travels requests, mails/waybills, payment registers, invoices, budgets, contracts/BPA/CIDS.
• Manage Operational BPA Tracker Monthly, including tracking costs and validity dates plus ensuring renewals of same at appropriate times.
• Support Admin with drafting of Official letters and MEMO’s as directed.
• Assist with ordering supplies and inventory management, as needed.
• Assist staff with mailing projects.
• Maintain employee telephone lists and floor map.
• Provide assistance with inventory management and trip expenses as needed.
• Supervise the office cleaners to ensure tidy facilities and environment.
• Support with managing Project Drivers based in Abuja and field offices.
• Perform other duties, as assigned.

Required Skills & Qualifications 

• High school diploma is required while a University degree in business administration, or related field is desired.
• Two years’ work experience in an office environment is required.
• Multi-tasking with positive attitude is required.
• Good communication and interpersonal skills are required.
• Proficient at using Microsoft office software: MS Word, Excel, PowerPoint, Outlook, etc.
• Experience in organizing and filing information is required.
• Attention to detail and ability to follow up on tasks to completion.
• Excellent record keeping and documentation skills are required.
• Flexibility and ability to work in busy environment.
• Experience of working in a conflict environment is a plus.
• Written and spoken fluency in English is required.