INGO Forum Administrative Assistant at iMMAP

Status: National Employee

Background

• With challenges around the duplication of efforts and recognizing the urgent need for effective coordination in the delivery of aid in north-east Nigeria, Nigeria INGO Forum (NIF) was born in October 2014.
• f humanitarian and development INGOs and between INGOs and external stakeholders including Government of Nigeria, Nigerian civil society, UN agencies, diplomatic actors, and donors.
• iMMAP program in Nigeria started late 2016 and was designed to support the response to the ongoing crisis in the Northeast of the country, by strengthening the information management (IM) capacity of the responders within the different humanitarian sectors.
• The target beneficiaries of this program are the humanitarian partners (who are all sectors members) and the United Nations Office for Coordination of Humanitarian Affairs [UNOCHA] in its mandated inter-cluster coordination role. As of October 2020, the Nigeria INGO Forum is now hosted by iMMAP.

Description of Duties

• Plan and organize all required meetings and events with internal departments as well as external contacts to communicate accurate and up-to-date information as and when required.
• Manage the logistics of meetings, take minutes of meetings, and disseminate in a timely manner.
• Provide efficient and effective secretarial and administrative support to project teams who may not work from one office.
•  Maintain an up-to-date INGO Forum Calendar of key dates and events, contact lists, correspondents, and other documents on NIF online collaboration platform and other filing platforms.
•  Responsible for all travel and accommodation arrangements for NIF guests and staff by liaising with iMMAP's security and operations team.
•  Support the project team to ensure registration and documentation of partners. 
• Ensure compliance with iMMAP's security procedures and policies as determined by Country leadership.
• Work with the communications team to ensure regular updates of NIF Contact Lists and follow up with the working group platforms.
• Responsible for maintaining an accurate inventory of office supplies to include stationery, consumables and cartridges/tonner and be responsible for re-stocking when office supplies and NIF communication products are running low.
• Responsible for all logistical aspects of NIF events and workshops, including raising the PR, liaising with relevant focal persons and the event venue, tracking number of participants, participant sign up, support agenda development and any other responsibilities assigned.
•  Facilitate the smooth flowing of routine, administrative work of the NIF office and program support operations; Ensuring the printer, scanners, mail services, telephones etc are running within the office and any calls for repairs or maintenance needed are properly reported.

Requirements
Education:

• BSc or equivalent in Business, Accounting, Finance & Administration, Management, or other relevant field.

Experience:

• With at least two (2) years or work experience in Administration field.

Soft Skills:

• Flexible and adaptable to any situation.
• Ability to work independently while under pressure and during long hours.
• Excellent work habits with a willingness to work in a multi-cultural environment.
• Excellent organizational skills, including proven ability in administration, financial and logistics.
• Excellent communication skills, including drafting documents; good command of English

Programmes:

• Excellent computer skills in the Windows and Microsoft Office especially MS Excel and MS Access.