Overall Responsibilities:
The Operations Associate supports the Finance and Operations Manager in the financial and administrative management of the MTaPS Nigeria program.
They assist in implementing program activities and office management, including secretarial tasks, scheduling meetings, providing logistical assistance, preparing paperwork, procuring goods and services, supporting financial duties, and maintaining efficient office operations.
This position adheres to the MSH Procurement Integrity policy and assists in safeguarding the assets (financial and physical) of MSH and donors against fraud, loss, or misuse. The associate will also assist the STA in various duties as instructed.
Workshops & Trainings:
- Support the STA and team with booking travel and accommodations and processing authorizations.
- Reserve venues and catering for events.
- Prepare conference/workshop materials, collect paperwork from participants, and manage training reports and attendance lists.
Travel, Transport, and Logistics:
- Book travel tickets per itinerary and arrange airport transfers.
- Disseminate travel information for visitor briefings.
- Arrange ground transport and draft itineraries as requested.
Front Office & Facilities:
- Cover the front desk, handle calls, visitors, deliveries, and dispatches.
- Coordinate and schedule boardroom bookings, set up necessary equipment.
- Manage delivery and dispatch of materials, correspondence, and documents.
- Prepare mailings and coordinate courier/shipping of documents to/from project sites.
Accounting:
- Assist with voucher preparation, ensuring all necessary paperwork is attached.
- General Support:
- Schedule external meetings and pre-fill documentation such as Purchase Requisitions and Travel Advances.
- Assist with copying, printing, routine scanning, and filing of program, financial, and training materials.
- Update the asset tracker with all required information as requested by the team.
- Perform any other duties as assigned by management.
Job Requirements:
- Required Minimum Education:
- Bachelor’s Degree or equivalent relevant experience.
Required Minimum Experience:
- Minimum of one to three years of experience in a similar role.
- Proficiency in verbal and written English.
- Ability to work independently and take initiative under the supervision of the STA.
- Capacity to learn complex program procedures.
Knowledge and Skills:
- Strong communication and interpersonal skills.
- Proficiency in Microsoft Word and Excel.
- Good knowledge of job requirements.
- Fluency in English preferred.
Core Job Competencies:
- Excellent typing, memo composition, and editing skills.
- Proficient in commonly used software applications.
- Ability to conduct internet research and perform background searches on well-defined tasks.
- Ability to manage priorities and workload independently.
- Proficiency in Word, Excel, Outlook, and PowerPoint; knowledge of Photoshop is a plus.
- Ability to multitask and organize ongoing projects efficiently.
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