Office / Front Desk Assistant at AIDS Healthcare Foundation

Reports to: Operations Manager

Job Summary

• The Office / Front Desk Assistant will sit at the front desk and act as receptionist by providing customer services and will also provide support to CPD’s office.
• The assistant will provide secretariat services for AHF Nigeria country office and also support operations and procurement.

Essential Duties and Responsibilities

• The officer will act as front desk or receptionist at AHF Nigeria country office
• The assistant will provide secretariat services for AHF Nigeria country office and also support operations.
• S/He will support inventory management, maintenance and updating of fixed asset records
• Provides administrative support to the Country Program Director:
• Prepares monthly credit card, petty cash, and reimbursement reports for AHF finance department / local accountancy firm;
• Maintains and manages meeting calendar;
• Maintains and updates contacts database.
• Answers incoming phone-calls; oversee office voicemail;
• Collects and distributes incoming mail! arrange courier services when needed;
• Oversees office supply inventor orders as needed;
• Develops and maintains filing system (mainly digital and also hardcopy when strictly needed);
• Monitors vendor invoices & accounts payable;
• Assist with visa applications (getting invitation letters);
• Check the email account on a daily basis, and forward information requests to the appropriate people;
• Communicate with accountancy firm on payment of invoices and on reimbursement of expense reports;
• Send original invoices, receipts and expense reports to the accountancy firm;
• Makes external hard disk backups of all updated files.
• Coordinates standing and ad-hoc teleconferences and meetings; send reminders, maintains and distributes meeting minutes and action-item grids
• Writes minutes for each one of the AHF Global teleconference meeting
• Provides administrative and logistical support for AHF Nigeria
• Other duties as may be assigned by the supervisor.

Requirement, Education and Experience

• Bachelor's degree or HND in Administration or Finance related field.
• One to two years related experience and/or training or equivalent combination of education and experience.
• Proficiency in computer operations (Use of MS Word, Excel, PowerPoint and Outlook)
• Oral and written fluency in English required.
• Ability to multi-task and prioritize in pursuit of deadlines
• Interest and/or experience in: HIV/AIDS related work; non-profit sector; development work in resource constrained settings
• 1-2 years’ experience in a similar Administrative Assistant capacity, providing logistical and secretarial support in an international environment
• Ability to work in a multi-cultural, international environment.