Administrative Officer at Shekinah Girl's Empowerment and Protection Initiative

Overall purpose of the role and geographical scope:

SGEPI is looking for an Administrative Officer. We are looking for someone with substantial administration and office management experience to oversee and provide administrative support to the organization. SGEPI programmes are implemented in challenging contexts, with conflict and crisis driven displacements, challenging access environments and constantly changing security conditions. The Administrative Officer will join SGEPI at an interesting time, setting up high quality Administrative processes and systems across the country programmes, including both humanitarian and nexus programming. As part of the operations team and working closely with the Head of Programme and the Head of Operations, this role is vital to ensure there are accountable systems in place to drive our country level vision and guide the organizing of SGEPI records, CO budget and maintaining inventory of office supplies, equipment and assets. This is a fast-moving role, providing support and guidance to country programmes in a constantly changing environment, designing new ways of working and ensuring that the Country Office remains strategically positioned to attract high quality bilateral and multilateral stakeholders.

The key functions of this role are to:

• Provide support to the technical and program staff/team including secretarial duties, such as word processing, filing, scheduling and confirmation of appointments
• Develop and maintain a comprehensive electronic and paper filing system.
• Assist with the planning, logistics and management of meetings, workshops and trainings and be responsible for taking and disseminating the minutes of meetings
• Set up, maintain and update the filing system to include project documents including work plans, project reports, project updates and other project – related documents.
• Maintain and distribute project materials as appropriate or as directed by senior management staff.
• Assist technical team members with the preparation of routine and ad hoc reports, such as weekly updates, annual work plans,
• Responsible for coordinating travel authorization (TA) and travel expense reports of staff and coordinate with accounting and finance staff to ensure timely submission of the TAs
• Coordinate staff travel arrangements e.g. hotel bookings, ticketing, travel insurance etc.
• Maintain and update an accurate inventory of all SGEPI property and assets, such as computers and laptops, printers, office furniture, and office supplies.
•  Make sure that all allocated equipment is returned after use by exiting staff and/or consultants.
• Assist local procurement in accordance with SGEPI and donor regulations and procurement plans, including oversight of all bids and billing
• Perform other duties as may be assigned by supervisor

Responsibilities:

The Administrative Officer works under the direct supervision of the Executive Director based in Abuja and liaises with all program and operations teams across Nigeria. S/he has the following specific responsibilities.

Coordination

• Coordinate with all WWO staff, including office staff and program staff, in administrative and logistic support tasks.
• Support national and international staff members and visitors.

Administration

• Welcome guests and answer the phone and provide guidance for external and internal communication.
• Assist the Operation Manager in filing and archiving system of hard copies and electronic copies;
• Develop and monitor a correspondence system with reference structure
• - Monitor a backup system with support from the part-time/external IT technician;
• Prepare documents to be sent from the CO office;
• Translate documents (English-local languages and vice versa) when needs arise;
• Interpret (English-local languages and vice versa) in internal and external meetings when needs arise;
• Supervise the IT management in the CO office (internet, back up, anti-virus, equipment maintenance); 
• Assist the Operations Manager in follow-up checklists of office rent, registrations with relevant regulatory bodies/authorities, visa, passports, work permit;
• Support the Operation Manager in organization of special events e.g. seminars, workshops, retreat.
• Organize and supervise the maintenance of work stations and office space (library, meeting hall, public area, storeroom…).
• Take meeting minutes

Logistics

• Assist in procurement process in the Country Office and project sites; e.g. booking tickets, hotels, purchasing, office monthly bills, vendor identification and periodic market surveys
• Supervise and monitor inventory of Country office and project equipment;
• Supervise and monitor all contracts (travel insurances, office and house insurance, office and house lease contracts);
• Supervise all drivers (CO and state offices)
• Supervise the maintenance of furniture, equipment, vehicles

About you

In this position, you are expected to demonstrate SGEPI’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

Experience and Technical Competencies

• A University/Polytechnic graduate in Business Administration, Office Technology and Management, Public Health or related field;
• At least 2 years of experience in office management, preferably in the NGO sector.
• Computer literacy and effective abilities in Word, Excel, PowerPoint;
• Ability to work with a minimum of supervision, exercise judgment, meet deadlines and work under pressure;
• Ability to translate and interpret from English into local languages and vice versa;
• Honest, meticulous, transparent, responsible;
•  Well organized;
• Having an ethical and critical way of thinking;
• Good inter-personal skills.
• Knowledge of the local languages (Hausa, Kanuri, Tiv, Idoma, Gbagyi) will be an added advantage
• Ability to think and work strategically and creatively, with attention to detail and experience troubleshooting and problem solving in complex settings;
• Full professional proficiency in English is required.

What we offer

• Contract: 1 Year Contract with the possibility of extension, subject to funding and performance.
• Salary: in accordance with the Shekinah Girls’ Empowerment and Protection Initiative’s Terms of Employment Management.

Availability: June 2023.