Administrator - Abuja at AIDS Healthcare Foundation

Reports to:                Senior Operations Manager/ State Clinical Coordinator.

Job Summary:

To effectively support the office of the Senior Operations Manager OR State Clinical Coordinator by receiving and dispatching mail, managing the office in terms of filing, cleanliness, telephone enquiries and requisitioning for office items, scheduling staff & external customer appointments & working closely with facility heads in the region.

Essential Duties and Responsibilities:

Secretarial Services:

• Receives incoming calls, parcels and visitors and channel them appropriately
• Provides requested information and takes message with courtesy.
• Keeps record of documents in a retrievable manner according to AHF guidelines
• Files both incoming and outgoing communications in the right places
• Creates and maintains filing system in an organized manner.
• Types letters, memos and ensures they are delivered to the relevant places/people at the right time.
• Analyzes documents for approval and dispatch them once approved.  
• Administration and Management of supplies, Inventory and Office equipment
• Ensure adequate stocks of office supplies, inventory and office utilities.
• Track assets, inventory and office equipment such as computers, printers, phones and furniture.
• Maintain proper and accurate repair and service records for vehicles, generator and other equipment that needs periodical servicing and repairs as requested by the users.
• In liaison with supervisor, participate and support monthly stock taking and preparation of monthly stock reports for the sites (Hard & Soft copy reports) highlighting any discrepancy.
• Monitors stock levels, makes report and orders accordingly

Coordination of Activities:

• Organizes meetings, training and functions and prepare requisitions for facilities and visits as requested in a timely manner.
• Liaises and coordinates appropriate interactions with relevant AHF-Nigeria units/projects and partner organizations.
• Makes travel arrangements and accommodation reservations in a timely manner following established guidelines.

Office Funds Management and Accountability:

• Requisitions for petty cash replenishment to always ensure adequate cash for all units (Preventions Program, Clinics and Regional Office).
• Ensures timely delivery of payment requisitions to secretariat for payments and follow up on payments.
• Keeps safe custody of all petty cash on site and updates the petty cashbook daily.
• Ensures that payment requisitions are approved by the responsible officers, before payments.
• Monitors cash expenditure and submits expenditure reports to the relevant authorities as appropriate
• Receives, compiles and submits reports on staff/partner accountabilities

Human Resources Management:

• Managing support HR functions such as, leave management, staff movements, organize and manage meeting schedules and maintain minutes of all staff meetings
• Resolves work-related conflicts and builds teamwork among staff at the facilities.
• Manages and supervises all maintenance workers at the host center.

Education and Experience:

• Bachelor’s degree in social work and social administration, general administration, management or business studies from recognized college or university.
• Minimum of 2 years’ experience in a busy office related to the specification of the roles and responsibilities highlighted above. Experience working in healthcare delivery systems or related fields is an added advantage.
• Demonstrable experience in word processing and very good typing speed, office management, logistic or supply chain management.
• Experience in cash management and producing accurate and timely financial accountability and reports
• Solid planning, organizational and multi-tasking skills with a proven ability to work under pressure and solve problems in a fast-paced environment.
• Proficiency with word processing, databases, spreadsheets and presentation software.
• Proficiency with Internet research and electronic mail.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers and the public.