Operations and Administrative Officer at Global Alliance for Improved Nutrition (GAIN)

Overall Purpose

• The Operations and Administrative Officer will provide high level operational and administrative support to the GAIN Nigeria country programme actively ensuring the smooth running of the country office operations and facilitating effective communication across teams in the Nigeria office.
• The position will work closely with Project teams, Procurement and finance team, State Field Offices and external parties.

Tasks and Responsibilities
Project Operations:

• Serve as focal point for all project related queries relating to administration, and payment from implementing partners, service providers and Government officials.
• Facilitate approvals for all programme payments related to flight, accommodation and events booking.
• Responsible for organising domestic and international travel and logistics including flights, visa requirements, hotel accommodation and meeting schedules.
• Work closely with the Project Officer PRiFN to ensure that all operational support under WFP project is provided.
• In collaboration with the Procurement Team, ensure that all project-related procurements are initiated and completed in a timely manner.

Administrative Support:

• In collaboration with Security Manager conduct hotel and venue assessment to ensure facilities, comply to GAIN’s standard and ensure value for money.
• Maintain an organized electronic filing system for the country’s operations payment and procurement related documents.
• Identify administrative and operational gaps and roll out regular training to address the gaps.
• Collaborate with GAIN IT Team to ensure Office IT systems are functioning efficiently and ensures the organization and maintenance of paper and electronic filing systems that facilitate easy access to information for Nigeria and global staff.
• Serve as the Nigeria office first contact point for local service providers and maintain a good communication and working relation.
• Coordinate the weekly country office meetings and facilitate minutes taking.
• Prepare formal correspondence including letters, reports, contracts, and other administrative documents.
• Provides guidance for country staff and global staff for travel claims. Support travel plans and claims for Country Director.
• Work closely with Finance, Programs, Procurement, and Management teams to ensure smooth administrative processes.
• Support the development and improvement of administrative and payment standard operating procedures.

Office Management:

• Collaborate with GAIN IT team to ensure office IT systems are functioning efficiently and ensures the organization and maintenance of paper and electronic filing systems that facilitate easy access to information for Nigeria and global staff.
• Responsible for safeguarding and managing GAIN’s office inventory and assets system
• Ensure compliance with Quality Standards in relation to Office management, travel and general administration.
• Work closely with the State Finance and Admin Assistants to support smooth and effective operations across the state offices

Documentation Support:

• Ensure all vendor documentation is complete, accurate, and properly authorized using an established checklist.
• Verify supporting documents such as invoices, contracts, delivery notes, for approvals.
• Follow up on payments and resolve documentation gaps in a timely manner.
• Ensures all documents are filed and kept for auditing purposes according to GAIN’s internal procedures

Key Organisational Relationships

• Reports to Head of Operations
• Works closely with staff in the Nigeria office on all administrative and operations related activities
• External suppliers and stakeholder organizations in Nigeria
• Liaise as required with GAIN’s global team

Job Requirements
Educational Qualification:

• Bachelor’s Degree in Business Administration, Accounting, or a related field
• Professional certification in administrative management is desirable.

Experience:

• Experience in programme operations and administrative support for a country office.
• Experience in negotiating service contracts and ensuring value for money.
• Experience working with stakeholders, service providers such as travel agencies, hotels and event planners.
• Experience of setting up office administrative systems.
• Experience working with payment processing and purchase orders is an advantage.
• Prior experience in an NGO or donor-funded environment is desirable.

Competencies:

• Good working computer knowledge with proficiency in basic office software, especially MS Office, Excel and PowerPoint.
• Excellent communication skills in order to deal tactfully and sensitively with a wide range of people.
• Excellent organisational skills and a track record of consistently prioritising delivery on time
• Demonstrates initiative, commitment and ability to work under pressure
• Ability to work collaboratively with all staff
• Honest and ethical work culture
• Pleasant disposition with a good-natured, cooperative attitude
• Reliable, responsible, and dependable and fulfilling obligations
• Good attention to detail in completing assigned tasks
• Flexible, adaptable and ability to take initiatives

Other requirements:

• Business acumen with a focus on value for money
• Comfortable to travel up to 10% of the time

What GAIN Offers

• A competitive renumeration package
• Flexible working hours through hybrid working opportunities
• Friendly working environment
• Professional development opportunities
• The chance to make a lasting contribution to reducing global malnutrition