Office Assistant at The Management Solutions for Africa (MS4A)

Reference ID: R2462
Employment Type: Full Time

Overview

• PMI-S is a five-year PMI/USAID flagship malaria project implemented through a consortium led by MSH. The project is supporting the Government of Nigeria through its agencies at the federal, state, LGA and community levels to reduce under-five and maternal mortality by delivering quality services for management of malaria, its complications, and prevention.
• PMI-S project focuses on strengthening the capacity of the National Malaria Elimination Program (NMEP) and State Malaria Elimination Programs (SMEPs) for the implementation of the National Malaria Strategic Plan 2014-2020.

Position Summary

• The Office Assistant will manage the organization and running of the daily administrative operations of the state office. S/he will coordinate the MSH logistics support services provided to all technical program areas, and provide logistical support to all MSH projects in state by working with USAID and the GON to retrieve shipments from customs.

General Responsibilities

• Stocks, stores and warehouse management. Including- Maintaining inventory (supplies, items, equipment) and keeping of inventory records.
• Asset management including tagging/coding, Safeguarding of assets/supplies and management of registers.
• Perform general clerical duties to include but not limited to: photocopying, scanning, mailing and filing.
• Maintain hard copy and electronic filing system.
• Assist with the research of prices of goods/services and preparation of Purchase Request.
• Assist with the Internal and external audit preparations including putting together relevant documentation on vehicles/logistics records.
• Assist in organizing for the dispatch and receipt of goods and equipment whenever required and ensure that packing list, waybills and  export  documentations   where  necessary  are prepared and ensure that shipping details are communicated in writing promptly to the receiver.
• Capacity building of team members.
• File incoming help requests from end users via both telephone and e-mail in a courteous manner.
• Document all pertinent end user identification information, including name, department, contact information, and nature of problem or issue.
• With direction from the PMI-S IT associate, assist in performing preventative maintenance, including checking and cleaning of workstations, printers, and peripherals on a monthly basis (monthly report of the work done submitted to the Field Finance and Operations Manager).
• Arrange spaces for new employees making sure the availability of desks, chairs etc. are ready for them to use on the start day
• Coordinate and making sure that materials, equipment, etc required for the activity are organized and ready for the activity
• Prepare the Projector and other presentation materials for quality presentations.
• Travel to site offices whenever there is a need to, and resolve issues independently as much as can be achieved.
• Ability to travel 40% of the time to various state offices.
• Ensure that systems are in place in the state office to ensure that operations are managed smoothly, and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.
• Monitor and ensure compliance.
• Receive invoices, prepare service/job completion forms for payment of vendors.
• Supervise the cleaners and ensuring the environment meets cleaning standard.
• Manage the repairs and maintenance of the Generators, Photocopiers, Printers and general office maintenance work in the office.
• Maintain, track and monitor the usage of diesel consumption for the generator.
• Any other duties assigned.

Required Minimum Education

• High School Degree.
• University Degree preferred.

Required Minimum Experience

• 3 - 5 years related work experience. 
• Experience with International organizations in Nigeria will be an added advantage.
• Warm personality with strong communication skills.
• Knowledge of administrative and clerical procedures.
• Knowledge of computers and relevant software application.
• Knowledge of customer service principles and practices.
• Ability to work a switchboard.
• Logical and flexible approach to solving problems, especially when    working under pressure.

Knowledge and Skills:

• Verbal and written language skills in English required
• Telephone Skills
• Verbal Communication
• Microsoft Office Skills
• Listening, Professionalism
• Customer Focus, Organization
• Informing Others
• Handles Pressure

Competencies:

• Verbal and written communication skills
• Professional personal presentation    
• Customer service orientation   
• Information management
• Organizing and planning
• Attention to detail
• Initiative
• Reliability
• Stress tolerance
• Ability to travel if required