Head of Administration at Leprosy and TB Relief Initiative Nigeria (LTR)

Job Reference Number: LTR (FAU)/_2023/HOA/001

• Location: Jos, Plateau State.
• Reports to: Executive Director

Job Summary

The Head of Administration (HOA) will perform a variety of administrative and clerical tasks for the implementation of the GC7 grant, which include providing support to program implementation team and other employees, assisting in daily office needs and managing LTR’s general administrative activities which include logistical support services to the program implementation team and operations of the general office management of the Global Fund (GF) GC7 grant.

. Key Responsibilities

• Coordinate all administrative and secretarial support services for the implementation of Global Fund (GF) GC7 grant.
• Ensure effective management of day-to-day operations of the office.
• Support coordinating internal and external meetings, trainings, venues, logistics, provision of materials and refreshments particularly during multiple meetings.
• Work with team for logistical support to staff/visitors including liaising with program management unit on team itineraries, appointments according to schedules developed by department members.
• Assist in documentation and archiving of program documents.
• Arrange travel logistics for staff, consultants and training participants including hotel reservations and where required, arranging airport and hotel pick-ups.
• Coordinate staff meetings, set up conference rooms and meeting room, ordering, and setting up audio-visual equipment and agendas, take minutes of meetings and write reports as requested, file records of all meetings.
• Record minutes of staff meetings and circulate same amongst the staff and meeting attendees.
• Assist with production of presentation materials for staff members.
• Perform office equipment tasks such as making needed arrangement for services for telephone and e-mail, obtaining quotations for required services, arranging for repairs of office equipment.
• Collate and file quarterly, monthly, and weekly reports and harmonize quarterly and monthly work plans.
• Make travel arrangements as requested by program staff and facilitate retirement of trips by staff.
• Tracking of the Global Fund (GF) GC7 grant work plans and activities.
• Coordinate, monitor and supervise security staffs.
• Conduct weekly and monthly supervision of office motor vehicles as well as the drivers with daily vehicle check list.
• Perform any other duties as assigned.

Education and Work Experience Requirements:

• Possession of a B.Sc or Higher National Diploma (HND) in Business administration or any of the Social Sciences.
• Professional certification in recognized professional bodies will be an added advantage.
• Minimum of 5 years hands-on experience in an NGO or Grants operational environment is required.
• Experience of Implementation of Global Fund (GF) grant is an added advantage.

Desired Competencies:

• Proven experience as an Administrative Officer
• Applicants should be able to work independently with minimal supervision;
• Knowledge of office management systems and procedures
• Proficiency in the use of computer application (Microsoft office etc.)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills.
• Working knowledge of office equipment, like printers, photocopier, computers etc
• Analytical mind and fluency in written and oral communication.
• Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.