Office Assistant II at Breakthrough ACTION

Summary

• The Office Assistant II will work with other members of the administrative team to provide administrative, clerical, operational support services across the project.
• The incumbent will assist with effective coordination of the day-to-day affairs of the office.

Essential Duties and Responsibilities
In addition to the overall task described above, specific duties and responsibilities include but not limited to the following:

• Provide administrative and clerical support to the various units/ teams at the country office, including scanning, photocopying, filing, assisting with documentation of staff, managing IT equipment as required.
• Work with front desk officer to sort and distribute official mails and correspondence both internally and externally.
• Receive project materials, assist with stock taking, storage and distribution within the country office and to other locations.
• Assist to supervise cleaners, office repair and maintenance workers while working in BA-N premises.
• Serve as backstop for the office receptionist.
• Assist with booking of meeting rooms and ensuring audio visual equipment are in good condition.  
• Responsible for booking of conference hall and meeting rooms for meetings; work with receptionist to coordinate caterers to ensure food is served as requested and approved.
• Provide logistic and secretarial support during meetings, workshops and conferences, responsible for hall setup and assist with organizing workshop materials, printing attendances and agenda during meetings.
• Assist with obtaining quotes and small purchases within petty cash and under micro purchase level.
• Assist with asset and inventory management and general office maintenance.
• Assist with receipt, counting and verification of project materials, ensure proper documentation is obtained and materials logged appropriately.
• Supports admin, finance, IT, HR and program teams as needed.
• Other duties as identified by supervisor.

Minimum Qualifications & Experience

• OND or HND in a relevant field (Administration, Social Science, Humanities, other).
• Experience on USAID funded projects programs in Nigeria and or Health projects is an advantage.

Customer Service Requirements:

• Basic IT and Computer skills, ability to work with MS Office Word and Excel and email.
• Must have good customer service skills and verbal communication skills.
• Must be able to plan and perform daily activities in an organized manner.
• Must have the ability to handle different kinds of emotions as well as manage on-the-job stress.
• Must be focused, detailed, and be creative in making decisions.

Languages Skills:

• Must be fluent in English.