Office Assistant at Pro-Wellness Humanitarian Initiative

Job Purpose

The Office Assistant will work under the supervision of the HR/Admin Officer to provide efficient and effective day-to-day office management support for the Adamawa office.

This role entails overseeing various administrative tasks, ensuring smooth operations of administrative activities in the Adamawa office, and supporting the PROWI staff including visitors, stakeholders, partners, and donors.

Responsibilities

Office Assistant Responsibilities

• Maintain and manage PROWI offices, ensuring a clean, organized, and conducive working environment, and in accordance with relevant SOPs.
• Coordinate office supplies procurement and maintain inventory control.
• Report to maintenance team or procurement team on any repairs or equipment servicing.
• Supervise the front office and office janitors.
• Assist in organizing and coordinating meetings, workshops, and other PROWI events in the Adamawa.
• Provide coordination support, including organizing and maintaining project files tracking deadlines, and assist with project documentation  Contribute to the management of supplier communication that include responding to queries, checking Invoices, arranging Purchase Requests, Payment Requests etc.
• Contribute to the management of internal meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.
• Receive, register, advise, direct, and monitor internal and external visitors.
• Ensures that all necessary equipment and material is in place during meetings, conferences.
• When required, support and manage space allocations to permanent and visiting internal staff.

 Additional Responsibilities

• Ensure proper documentation of official communications, reports, and other relevant documents.
• Support the Admin Officer in maintaining petty cash and expense tracking.
• Maintain an efficient filing system for both physical and electronic records.
• Assist in the preparation of financial reports and budgets.
• Assist in processing payments and liquidations.

 Qualifications and Experience

• University Studies/ Higher Education in Human Resources, Business Administration, or any other related course.
• Minimum of 1 year relevant working experience
• Experience working in emergency settings
• Previous NGO experience will be an added advantage.

 Skills and Knowledge

• Strong skills in collaboration with multi-cultural and diverse teams
• Commitment to consistently improving and developing innovative solutions in response to HR/organizational Country Program challenges.
• Strong organizational, interpersonal, and communication skills.
• Strong written and oral English communications skills
• Excellent computer skills including MS Word, Excel, PowerPoint, and Outlook
• Ability to present information effectively; experience providing training and staff development a plus
• Proven ability to work well in and promote teamwork, comfortable in a multi-cultural environment, flexible, and able to handle pressure with professional grace.
• Dedication to an anti-racist and Do No Harm approach, gender equality, and inclusion.

Desirable: Team player, flexible, network-builder, able to handle pressure well.

Note                               

• The title of the position must be indicated in the subject line of your e-mail. Please note that only shortlisted candidates will be contacted.
• Applications will be assessed on a rolling basis due to the urgency of the need for the position.
• Successful candidates will be required to resume immediately after a successful reference check.
• Women are strongly encouraged to apply.