Operations Intern (Front Desk) at TechnoServe

Job Summary

The Operations Intern(Front Desk) is in charge of the day-to-day activities associated with running the central office in Abuja. Their duties include acting as a focal point for all departments, and handling administrative tasks while developing and enforcing office protocols.

This will be a learning experience occurring through the following responsibilities:

Administrative Support:

• Welcoming visitors and answering telephone calls.
• Entering and printing documents.
• Recording of external documents after verification and transmission to the appropriate recipient
• Support Logistics during training workshops for field activities.
• Support the overall management of office facilities
• Support the maintenance of the file for the tracking of fuel
• Recording of outgoing and incoming mail.
• Request for purchase and repairs of the needs of the Abuja office.
• Ensure the proper deposit and documentation of office keys.
• Provide petty cash vouchers and payment of petty cash expenses.
• Ensure maintenance of petty cash register.
• Submit monthly petty cash fund reconciliation with all related documents.

Vehicle and Generator Reports:

• Entering data from each vehicle's logbook into the vehicle tracking file.
• Entry of all expenses relating to project vehicles.
• Monthly check of average fuel consumption per hundred
• Verification of log book reports and other vehicle-related paperwork.
• Supervision of office maintenance, gardening, and security service.
• Daily monitoring of the cleanliness of the premises and recommendations as needed.
• Provide all the necessary items for the coffee break of the TNS staff during meetings and events.
• Monitoring the actual presence and work well done by maintenance and security agents.
• Ensure proper documentation of all movable and immovable property of the central office.
• Support other evolving needs within the demands of the office on the role.

Basic qualifications

• At least an HND in Business Administration, Project Management, Business Administration or a related social science field with experience in administrative management. Alternatively, 2 years experience.

Preferred Qualifications

• Experience with donor-funded projects and administrative processes in Operations.

Knowledge, skills and abilities

• Ability to uphold confidentiality.
• Sense of physical welcome and dynamism; responsiveness.
• Ability to work in a team, communicate, and collaborate with various trades and a multicultural environment.
• Good knowledge and use of Computers and the internet including Excel and Microsoft Word.
• Mastering the procedures of international or bilateral donors.
• Excellent communication (oral and written) and interpersonal skills.
• Organizational skills and attention to detail in problem-solving.
• Ability to work independently and effectively in a dynamic, high-pressure environment.