Administrative Technical Assistant at iMMAP

Type: Full Time
Status: National Employee
Contract Start: 20 March 2023
Contract End: 19 August 2023
Contract Length: 5 Months

Background

• The INGO Forum in Nigeria (NIF) was formed in late 2014 to develop a collaborative platform for effective and principled INGO interaction, engagement and coordination for humanitarian, recovery and development interventions in Nigeria.
• Since inception, the INGO Forum has become a critical platform for ensuring effective information sharing and analysis; leadership on advocacy and policy engagement; and liaison with government/donor/UN engagement and engagement ensuring the perspectives of INGOs and affected populations are ultimately included in decision-making processes.
• The INGO Forum is governed by a core membership of 54 members (and 7 observers) with new member applications pending approval on a regular basis, The INGO Forum is governed by an elected Steering Committee of five Country Directors and a Chair that works alongside a full term Secretariat. Since November 2020, the INGO Forum is administratively hosted by iMMAP in Nigeria’s capital city of Abuja as well as Maiduguri.

Description of Duties
Administration and Logistics:

• Adheres to and supports the implementation of host organization policies, procedures, and guidelines.
• Supports the Forum in communications, information management and coordination, as needed.
• Manage the logistics of meetings, take minutes of meetings, and disseminate in a timely manner.
• Responsible for travel and accommodation arrangements for NIF guests and staff by liaising with iMMAP's security and operations team.
• Support in organizing all trainings, meetings, workshops, events, and other INGO Forum activities.
• Maintain an accurate inventory of office supplies, stationery, consumables and be responsible for re-stocking when office supplies and NIF communication products are running low.
• Handles for all logistical aspects of NIF events and workshops, including raising the PR, liaising with relevant focal persons at the event venue, tracking number of participants, participant sign up, support agenda development and any other responsibilities assigned.
• Ensure NIF asset register is updated regularly with information on purchase and transfer of items.

Procurement:

• Support the Program Officer in procurement processes for NIF internal and external meetings, events and purchases/services.
• Responsible for filing and updating procurement and contract trackers.
• Maintain an electronic filing system for all procurement and contractual documents.
• Management of vendor and service providers deliverables.
• Responsible for processing of payment for consultants, vendors and service providers invoicing and payments.

Requirements
Education:

• University Degree in Business Administration, Social Science, Management, or relevant field

Experience:

• A minimum of 2 years of experience in working with financial, administrative and procurement systems.

Soft skills:

• Excellent communication skills (Writing and speaking)
• Experience working in administration, procurement, and logistics.
• Ability to work under pressure, independently and with limited supervision.
• Able to learn and work under pressure.
• Flexible and adaptable to changing situations.