Office Assistant at Terre des hommes (TDH)

General Objective:

To provide administrative and operational support, ensuring seamless day-to-day functioning of the Abuja office, and represent the organization at Abuja-level meetings upon request from the Head of Delegation (HoD) or Head of Program (HoP), under the supervision of the HR/Admin Officer.

Key Responsibilities:

• Collaborate with Logistics, HR/Admin, Janitor, Driver, and Country Risk and Access Manager to ensure efficient office operations.

Office Operations:

• Collaborate with the Logistics and HR/Admin Teams to ensure smooth office operations.
• Perform clerical duties such as photocopying, scanning, filing, and organizing documents.
• Coordinate with the Logistics Team for office maintenance and repair of equipment.
• Assist in preparing reports and ensuring documentation is properly managed.

Guesthouse and Visitor Management:

• Work closely with the Janitor to ensure the guesthouse and office spaces are clean and ready for expatriates and visitors.
• Coordinate with the Driver for timely transportation arrangements for visitors and staff using the guesthouse.
• Ensure efficient booking and preparation of guesthouse rooms for new expatriates and visitors, working closely with the Logistics Team.
• Support the planning and scheduling of visitor stays, in coordination with the Country Risk and Access Manager for security-related issues.

Logistics and Security:

• Collaborate with the Logistics Team to manage transportation and logistics for the office and guesthouse.
• Partner with the Country Risk and Access Manager to ensure all security protocols are adhered to in the office and guesthouse.
• Ensure smooth coordination of international and domestic travel for expatriates, working closely with the Driver and Logistics Team. 

Inventory and Supplies:

• Monitor and manage office and guesthouse supplies, ensuring timely reordering through collaboration with the Logistics Team.
• Maintain accurate inventory records of office supplies and equipment.

Compliance and Safeguarding:

• Ensure all actions comply with Terre des Hommes’ Child Safeguarding Policy, reporting concerns immediately.
• Uphold the organization’s code of conduct, maintaining confidentiality when handling sensitive information.

Team Collaboration:

• Collaborate with the Logistics Team, HR/Admin Team, Janitor, Driver, and Country Risk and Access Manager to address the operational needs of the office and guesthouse.
• Maintain effective communication with the Driver and Janitor to ensure the cleanliness, orderliness, and security of the office.
• Work closely with the Country Risk and Access Manager to address any security concerns related to the office and guesthouse, ensuring the safety of all staff and visitors.

Representation:

• Serve as an organizational representative at Abuja-level meetings, upon request from the Head of Department (HoD) or Head of Program (HoP)

Tdh Global Code of Conduct and Risk Management Policies:

• Fully comply with Tdh’s Global Code of Conduct and systematically report any breach of the code through the whistle-blowing framework: raise awareness within the Foundation on abuse and violence and rights deriving therefrom, respecting the rights and dignity of children, members of communities where Tdh operates and our Staff.
• Commits to respecting Tdh’s risk-management policies including the Safeguarding Policies (Child Safeguarding Policy, the Policy on Protection against Sexual Exploitation and the Directive on Staff Misconduct at the Workplace), the Safety and Security Policy, Anti-Fraud/Corruption policies and those related to the prevention of the financing of criminal activities.
• Commits to reducing the risk of abuse and harm by developing a culture of open and informed leadership within the organization and in our work with children and the communities in which we work. 

Others

• Undertakes all other duties that may be determined by HoD and or HoP that are compatible with the job.
• Maintain and ensure a culture of strict confidentiality regarding Tdh activities, beneficiaries, staff-related issues and those with third parties.

Requirements:

• Minimum: HND/Bachelor\'s degree in Business Administration or related field
• Strong communication and interpersonal skills
• Experience in office support or a similar role.
• Ability to work collaboratively with multiple teams including the Logistics and HR/Admin Teams, Janitor, Driver, and Country Risk and Access Manager.
• Excellent organizational and time management skills.
• Basic proficiency in IT tools (Microsoft Office Suite).
• Understanding of child safeguarding principles or willingness to learn.
• Familiarity with security protocols is a plus.

Note :

• Applications will be processed on a rolling basis.