Fresh Jobs at ActionAid Nigeria

Overall Purpose

• The Administrative Officer who reports to the Director, Organizational Effectiveness will be responsible for providing front office, stores, administrative and secretarial support to the organisation.
• S/he will be responsible for receiving visitors, giving sound response to inquiries, managing mails, answering and screening telephone calls.
• S/he is to ensure the implementation of AAN policies and procedures in collaboration with the other members of the HROE team and the entire organisation.
• S/he will also manage physical and electronic reference documents for AAN by maintaining documentation, filing systems and contact data base.

Specific Responsibilities

• Maintain a welcome and professional environment and handle/direct all visitors and enquiries appropriately.
• Ensure the report and attendance of General Staff meeting are collated and properly documented.
• Work with colleagues to establish & maintain relationship with suitable hotels across the country and manage all organizational hotel reservations.
• Provide logistics for staff retreats and programme meetings; and ensure adequate communications for the events
• Manage AAN store ensuring adequacy of materials required for day to day running of the office/programmes and proper documentation of all expenses involved.
• Support organisational procurement processes
• Manage and maintain a First Aid box in accordance with AAN’s Health and Safety policy.
• Contribute to the development, implementation and interpretation of the Administrative policy
• Ensure a hygienic and clean office environment
• Supervise the office security guards and cleaners
• Ensure welcome pack and other documents relating to travels and logistics are updated and shared
• Provide support on recruitment processes within HROE unit.
• All other responsibilities assigned by Line Manager.

Key Working Relationships

• Internal: Entire AAN staff
• External: Service providers, Partners and other stakeholders.

Requirements
Essential:

• First Degree in Social Sciences or Arts / Humanities.

Desirable:

• Membership of relevant professional institute.

Experience:
Essential:

• Minimum of three years’ work experience in Front Desk management and Office administration or a related function.
• Experience in store management.
• Experience supporting procurement.
• IT literate with excellent knowledge of Excel & word (MS Office in general).

Desirable:

• Experience in working with international development of NGO agencies.

Skills and Abilitie:

• Fluency in spoken and written English language
• Highly numerate
• Excellent planning and prioritisation skills
• Excellent (proven) interpersonal, oral and written communication skills
• Multi-tasking skills
• Negotiation skills
• Experience of designing and co-ordinating training/meetings
• Strong analytical/problem solving skills.

Personal Qualities:

• Creative and takes initiative.
• Able to work effectively in a diverse team environment
• Good motivator of others
• Willing to work additional hours at crucial times.
• Team player.
• Self-motivated person able to work with minimum supervision
• Effectively promote AAN’s mission values, and objectives.

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Job Purpose

• The post holder will be responsible for leading, motivating and supporting the Local Rights Programme (LRP) Team to plan and manage activities aimed at achieving the objectives of ActionAid Nigeria Partnerships & Local Rights Programmes in line with the Country Strategy Paper.
• S/He would be the liaison between the LRP team and other Strategic focus programme areas of AAN, take charge of AAN relationship and strategic engagement with partner organisations, Ministries, Departments, Agencies (MDA) and traditional institutions.

Specific Responsibilities
Staff management and supervision:

• Manage LRP staff and periodic performance appraisal
• Facilitate capacity building and mentoring sessions
• Facilitate team building and build relationship with other units

Partnership Development

• Establish strong and cordial relationship with primary partners/Communities
• Support state/community appraisal and phase-out processes
• Support Partnership Assessment and Monitoring (PAM) processes
• Take a lead in the development and review of contractual agreements such as MoUs, programme memorandum, etc
• Work with Impact Assessment and Shared learning (IASL) unit in conducting baseline data collection and contextual analyses of LRPs
• Ensure partner organisations comply with relevant policies
• Contribute to the development and update of appropriate information management systems on ActionAid Nigeria (AAN) partners
• Support fundraising processes of AAN
• Ensure inclusivity in all LRP programming
• Facilitate the establishment of or strengthening of strategic partnerships with relevant MDAs and Government Agencies

Capacity Development:

• Facilitate and support relevant capacity needs as identified from Partnership Assessment Monitoring (PAM) processes.
• Support LRP Advisors to ensure implementation of AAN methodologies at the community and States level
• Support the nurturing of local structures of Community Based Organisations and empowering them to demand accountability from duty bearers, and linking community movements with Inclusive Forum for Accountable society
• Facilitate LRP peer reviews (Peer and cluster)
• Facilitate Participatory Review and Reflection Processes at LRP level
• Support system strengthening of partner organisations
• Provide mentoring support to partner organisations to implement quality programmes and projects.
• Support strategic partnerships and LRP collaborations at State and Local levels
• Facilitate implementation of staff and partner capacity plans based on availability of resources
• Ensure the functionality of Civil Society Engagement Forum/Inclusive Forum for Accountable Society
• Ensure continued linkage of AAN LRP from community to State, National and International levels.

Financial Management:

• Take a lead in development of LRP annual plans, quarterly and monthly reviews.
• Ensure adequate implementation of LRP plans and budget
• Ensure close monitoring of financial transactions from annual income to reserve management
• Support partner organisations/Associations in developing periodic/annual plans and budgets
• Review, process and monitor partner organisation’s grants management and implementation in line with the Child Sponsorship policies

Communication and Reporting:

• Take a lead on the management of AAN partnership database and effective communication between partner organisations and AAN
• Take a lead and work with IT unit on the ICT for inclusive Development project
• Set up an effective communication mechanism from community to AAN, other partners or other relevant stakeholders including security agents and other MDAs.
• Facilitate production of LRP quarterly report
• Review cluster reports and ensure compliance to required formats and timelines
• Work with relevant units to ensure implementation of planned activities in LRPs
• Ensure adequate and effective documentation of all reports within the unit

General:

• Participate in, or lead where necessary, any programme or procedure or strategy to enhance the goal and objectives of AAN Local Rights Programme
• Actively take part in the overall policy, programme, procedures and strategy development of AAN in general.
• Assume any other responsibilities relevant to the position as assigned by the Head of Programme, Director of Programmes or Country Director.
• Active engagement in social mobilization and movement building at LRP and national levels.
• Active participation and facilitating partners engagement with open Governance forums at States and LGA levels
• Take a lead in AAN’s engagement with Local Governance across LRP States of coverage

Key Replationship

• Internal Relationships: The entire AAN team
• External Relationships: Partners, Donors, CSOs and relevant government agencies.

Persons Specifications

Education / Qualifications
Essential:

• First Degree in Social Sciences or Arts / Humanities
• Master's Degree in a relevant field

Desirable:

• Membership of relevant professional Institute

Experience:
Essential:

• Eight (8) years minimum working experience.
• At least four years’ experience in project management.
• Experience in community mobilization
• Excellent working knowledge of Excel, Word & Outlook (MS Office in general)
• Staff supervision and management
• Engagement with government at State and local levels
• Experience in social mobilization and campaigning
• Monitoring and evaluation

Desirable:

• Experience working with women groups and persons with disabilities

Skill Abilities:

• Strong communication and writing skills
• Ability to provide practical solutions within set deadlines.
• Ability to maintain donor relationship and accountability in line with funding policies and standards.
• Excellent skills to motivate and inspire a functional team will be essential
• Strong analytical/problem solving skills.
• Multi-tasking skills
• Negotiation skills
• Excellent planning and prioritization skills
• Skills in community mobilization, advocacy and negotiation
• Highly numerate
• Excellent Skills in Programme Information Management

Personal Qualities:

• Manager and team player,
• A person of integrity
• Creative and takes initiative.
• Able to work effectively in a diverse team environment
• Willing to work additional hours at crucial times.
• Self-motivated person able to work without close supervision
• Demonstrable experience in working with communities
• Ability to travel to rural communities including North East and South South
• Effectively promote AAN’s mission values, and objectives
• Proven Leadership Qualities