Senior Admin Associate at KNCV Nigeria

Purpose of Job

The Senior Admin Associate is responsible for the smooth operation of overall administrative activities. He or she is responsible for the logistics of staff, including travel arrangements, organizing meetings internally and externally, and ensuring that office supplies are in place. Ensures an updated inventory management system for all projects. Ensure a proper functioning logistics support system, including flight management, and provide support for all procurement activities for the TB-Lon 1 and 2 project.

Job Description

• Provides administrative and logistical support in organizing workshops, events, trainings, etc., including preparing the necessary documentation.
• Arranges flights for all domestic air travel as per request(s).
• Facilitates visa processing for visiting international consultants (writing invitation letters, obtaining travel approval at immigration services, etc.).
• Arranges hotels and arranges transport for all visitors.
• Responsible for arranging hotels and accommodations for workshops, meetings, and training based on the selection of vendors made by the committee or management.
• Coordinates transport arrangements for the overall program activities as per the request in a timely manner and ensures the information is accurate in the logbook and up-to-date.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Ensure proper use and maintenance of physical assets and offices, including vehicles, equipment, furniture, and office buildings. Arrange for repairs as necessary.
• Serves as a security liaison and manages information for the security of staff offices and physical assets belonging to the organization, ensuring KNCV fulfills security-related regulations.
• Undertake supply and service provider pre-qualification, conduct market research, identify and recommend legitimate local suppliers or contractors through systematic evaluation, and maintain a database of potential and active suppliers and contractors.
• Any other duties as assigned.

Skills and qualifications:

• A degree in business management, or any other relevant degree.
• Working Knowledge of program management Especially USAID-funded projects.
• Demonstrable experience with accounting and financial reporting.
• Experience and knowledge of Nigerian tax laws.
• Ability to work independently.
• Excellent written and verbal English language skills.
• Experience with accounting software packages.
• Proficiency in computer programs such as the MS Office package.
• Strong communication and interpersonal skills, with the ability to work in a team.
• Integrity and transparency are essential for this position.
• Capable of working well under pressure