Assistant Admin / Front Desk Officer at Centre for Democracy and Development (CDD)

Job Summary:

• The role is based in Katsina and it involves front desk management, scheduling, and general administrative support.
• It includes coordinating travel, logistics, and meetings for staff and project activities.
• The position supports procurement, inventory tracking, and vendor management.
• It handles finance-related tasks such as petty cash, expense reports, and beneficiary payments.
• Additional duties include data collection during events and maintaining organised records.

Key Roles and Responsibilities:

• Responsible for the maintenance of the front desk - answer and direct phone calls
• Schedule and coordinate meetings, appointments, and travel arrangements
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports such as weekly and monthly reports.
• Develop and maintain both electronic and hard copy filing system.
• Order office supplies
• Resolve administrative problems and inquiries.
• Book travel arrangements and other logistics for existing projects
• Submit and reconcile expense reports.
• Schedule and coordinate meetings, appointments, and travel arrangements
• Assist in the planning and control of inventories through accurate tagging system.
• Maintaining records of all assets to ensure proper tracking of assets movement and assignments.
• Maintain vendor contacts, do market surveys, identify viable vendors, and receive quotations and invoices from vendors.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Reproducing documents with the photocopying machine, Binding of documents
• Raise payments and ensure proper disbursement to beneficiaries.
• Inspection of hotels to make reservations for lodging and hall for workshop/trainings.
• Provide logistics and finance support for trainings, workshops, and meetings.
• Data collection during workshop/trainings, seminars, and town hall meetings
• Prepare payment schedule in Excel sheet format for program participants/beneficiaries.
• Review attendance list and payment sheet before forwarding such to Head office for payment.
• Work with the finance officer in Head office to resolve failed payments and wrong account detail(s) if any.
• Photocopy or scan and file payment sheets, attendance sheets and all payment related documents to Head office.
• Follow up with vendors for submission of invoices and receipts
• Coordinate with program staff to collect necessary documents and ensure proper documentation after return from field activities.
• Make request for petty cash replenishment.
• Disburse petty cash.
• Keep records of all petty cash disbursed.
• Liaise with tax authorities and other related agencies in Katsina state.
• To run errands as may be required.
• Perform other duties that may be assigned from time to time.

Required Qualification:

• BSc. In business administration, management, finance, or related degree
• A minimum of 2 years’ experience working as an administrative/finance assistant.
• Working knowledge of accounting software, such as QuickBooks.
• Meticulous attention to detail and ability to perform tasks with accuracy and efficiency in mind.
• Excellent analytical skills and financial prowess.
• Good organisational and time-management skills.
• Strong team player with solid communication skills.
• High levels of integrity and ability to handle confidential information.