Junior Administrative Officer_VN011 at GIZ Nigeria

Responsibilities

The admin officer is responsible for:

• Ensuring that the secretariat runs smoothly
• Ensuring good communication and flow of information within the project and GIZ office
• Filing documents in reference files or in DMS in line with GIZ filing rules
• Assisting team leader
• Assisting the advisors in their administrative tasks (e.g., procuring tickets, organizing events)

Tasks

Secretariat work and services

The admin officer performs the following tasks:

• Organizes and coordinates team leader’s schedules
• Reminds, updates, and notifies the team leader of daily appointments
• Answers, reviews, forwards and/or takes calls
• Manages incoming and outgoing correspondence (post, fax, email) and prioritises and organizes it
• Replies to and looks for correspondence(replies)
• Prepares and organizes information materials for meetings
• Help prepare visitor programmes, draws up travel schedules, organizes transport of visitors, and makes hotels and ticket reservations
• Participates in internal and external team meetings, workshops and assists in documenting these e.g., by writing minutes
• Photocopies and scans documents as needed
• Supports in planning and organising of office events
• Regularly draws up a list of forthcoming meetings and events

Administration and knowledge management

The admin officer will

• Creates and address file with important contact addresses and maintains this
• Helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance
• Updates the filing system daily with incoming and outgoing correspondence

Communication and website management

The admin officer will

• Helps research, create, and collate content for project website
• Ensure project presentation at communication brainstorming sessions and meetings
• Ensures accuracy of information disseminated in materials and on websites
• Ensures that visibility and communication requirements are in line with regulations
• Other internal and external communication actions performed as required

Facilities, logistics and equipment management

The admin officer is

• Ensures that project equipment are in working order and furniture are in good condition for use
• Maintains a schedule for the routine maintenance of equipment and furnishings
• Liaises with IT and project facilities manager for more advanced repairs and maintenance
• Maintains an inventory of project equipment and furniture
• Reports damage/defects in office furnishings and equipment to project management and organizes and follow up on maintenance and repair
• Maintains a schedule for movement and maintenance of project vehicles
• Ensures project management approval for use of project vehicles
• Maintains schedule for project drivers
• Ensures adequate transportation for colleagues

Project management tasks

The admin office will:

• Coordinates relevant activities at local level in consultation with the pillar head at NICOP as well as in cooperation with the partners, to ensure efficient implementation and organisation of the project
• Prepares input for project/programme reports and draws up documents in accordance with project standards on communication and presentation
• Handles contract management where needed including, but not limited to, offer preparation, impact monitoring, project progress review, reporting

General tasks

The admin officer will

• Ensures that visitors (staff, counterparts, project staff or consultants) are comfortable
• Organizes and coordinates project support staff and works well with them

Other duties/additional tasks

The admin officer will

• Performs other duties and tasks at the request of management, e.g., assistance in accounting and procurement if qualifications allow.

Required qualifications, Competences and Experience

Qualifications

• Bsc or HND in Secretarial Studies, Business Administration, Social Sciences, or other similar related studies

Professional experience

• At least 5 years professional experience in a comparable position
• Demonstrated experience with GIZ and European Union programmes
• Specific experience on account and finance support
• Confirmed practice on procurement processes

Other knowledge, additional competences

• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g., MS Office).
• Good management and organisational skills
• Customer and service-oriented attitude
• Willingness to upskill as required by the task to be performed – corresponding measures are agreed with management
• Have passion for and excellent understanding of the West African, especially Nigerian, entrepreneurship ecosystem
• Excellent written and spoken communication skills in English. Additional Nigerian languages would be added advantage
• Excellent team spirit and networking capacity
• Highly motivated to work in a multicultural environment
• Strong organizational competence
• Proactive, independent, and flexible working style
• Willingness to travel to project sites in Nigeria
• Strong awareness and passion on gender and other inclusivity considerations.