Programme and Admin Associate, TAConnect Nigeria at DAI

Programme/Organisation: TAConnect/ DAI Nigeria

Maximum Level of Effort: Full Time

Reports to: Programme Manager and Finance & Admin Manager 

Job Summary

The Programme and Admin Associate will provide programmatic and administrative support for TAConnect. S/he will provide programme, administrative and operations support including note-taking, logistics, office management, travels, and record keeping. S/he will ensure that project records and other documents are maintained in accordance with the approved records management procedures (Record Map Policy) and keep the project records map current. Manage daily administrative and clerical services for the program team. Organize, manage, and process all official program correspondence. S/he will also assist the Finance and Admin Manager with the management of administrative functions for TAConnect.

Other duties and responsibilities include:

Programmatic Support:

• Prepares and maintains records pertaining to programme planning and development
• Arranges meetings, workshops and training courses, and provides support in making the necessary logistical arrangements
• Draft correspondences and commitment letters to partners and other stakeholders.
• Supports the technical team with compiling data and information on subject matters relevant to the work of TAConnect to facilitate the preparation of reports, working papers, and presentations.
• Assist in developing and monitoring annual work plans and results frameworks.
• Assists with budget revisions/preparation, tracking implementation status and deliverables, and tracking burn rate and utilization of funding, supporting operational and financial closure.
• Prepares and maintains records, documents and control plans for the monitoring of project/programme implementation.
• Compiles and organizes data and information to assist in the preparation of periodic or ad-hoc financial reports to support TAConnect in optimizing use of programme funds.

Administrative Support:

• Serves as the administrative officer to TAConnect and provides administrative support for the TAConnect office.
• Carries out general administrative duties including receiving visitors, answering and transferring calls, taking messages.
• Receives, reviews, and logs all incoming and outgoing correspondence, and distributes mail and messages, controlling documents and maintaining records.
• Schedules meetings and prepares necessary materials; documents and distributes meeting minutes; compiling reports; logging data and updating websites.
• Receives, reviews, records, and distributes all incoming vouchers and other payment claims.
• Scans and files all processed vouchers.
• Manages and maintains a central financial filing system for the office.
• Maintains a system of inventory management that will prevent both stock-outs as well as pile-ups of office consumables (stationery, beverages, water, etc.)
• Manages the ED’s calendar, scheduling of appointments, training, and other gatherings.
• Acts as the official contact in the handling of courier/postal services and responding to all inquiries, requests, and complaints from external parties.
• Assist with other administrative processes as may be required.

Accountability

• Reports Directly To: TAConnect Programme Manager
• Works Directly With: Program Team, DAI Finance Department, (with authority for technical financial matters); Operations Department, Program Managers, HQ Compliance, and others

Skills and Qualifications

• Bachelor's degree in a relevant field
• 3+ years’ experience of progressively responsible programme support and administrative experience is required in designing, implementing and monitoring development programmes in Nigeria.
• Previous training or experience in managing budgets, working with financial tracking and reporting systems.
• A broad understanding of general development/aid issues.
• Good interpersonal and communication skills including ability to work well and collaborate with internal and external stakeholders.
• Excellent negotiation and problem-solving skills
• Strong oral and written communication skills
• Exceptional time management and organizational skills
• Proficient with computer technology and Microsoft Office applications
• Professional and pleasant demeanor to meet with clients and customers
• Ability to travel as required within Nigeria