Job Openings at Breakthrough Action-Nigeria

Advert Code: ADMS160818
Reports to: Senior Administrative Officer II

Summary

• The Administrative Assistant I will be responsible for assisting the Senior Administrative Officer II and other members of the administrative team with day to day tasks related to project administration.

Essential Duties and Responsibilities
In addition to the general duties described above. Specific duties and responsibilities include the following:

• Support the admin team with the implementation of procurement processes and procedures;
• Assist with coordinating transportation requests within the office;
• Assist with logistics arrangements for international staff/visitors;
• Assist with logistics for conferences, local travel, workshops and other activities;
• Manage staff monthly call credit and internet payments;
• Support the team with basic asset/inventory management;
• Support in the staff HMO registration and payment;
• Backstop for the receptionist;
• Introduce new hires to staff;
• Other duties as identified by supervisor.

Minimum Qualifications, Skills & Experience

• Minimum of HND/Bachelor’s degree
• 1 -2 years’ experience working with donor-funded projects in administrative related tasks
• Working experience with USAID funded project is an added advantage
• Working Knowledge of MS Office Packages
• Knowledge of basic administrative procedures.
• Well-organized, with ability to track multiple activities and deadlines
• Ability to work successfully in a cross-cultural, team-based environment

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Advert Code: ADMO160818
Reports to: Senior Administrative Officer II

Summary

• The Administrative Officer I will work with other members the administrative team to provide efficient administrative support for all categories of staff and external stakeholders to provide administrative and logistics support in the office.

Essential Duties and Responsibilities
In addition to the overall task described above, specific duties and responsibilities include the following:

• Work with the receptionist and office assistants to ensure office stationery is always available and stockouts are avoided;
• Support the admin team in updating and managing vendor contracts and Service Level Agreements (SLAs);
• Maintain the records of Assets, Equipment for the office in line with the Assets recording system.
• Ensure that the assets that are issued to staff are authorized, recorded and necessary paper work exists as per the office/USAID policy.
• Undertake stock inventory and update stock report on a regular basis
• Assist in processing vendor and consultancy invoices;
• Assist with the management of project vehicles and drivers. Ensure drivers comply with safety rules and defensive driving techniques and reports;
• Ensure procurement of goods and services for the project are done according to USAID and institutional rules and regulations.
• Arrange for the repair and maintenance of office equipment and machinery to ensure that staff works effectively without any disruptions.
• Together with relevant staff ensure that travel & logistics, welfare and support needs of visiting guests to Nigeria and expatriates are met;
• Support in the maintenance and management of physical office space and project vehicles; including environmental cleaning, local transportation, maintenance office equipment and appliances and meeting staff office needs;
• Prepare relevant administrative reports when needed;
• Other duties as identified by supervisor.

Minimum Qualifications, Skills & Experience

• Bachelor's degree/HND or higher in a relevant field (administration, social science, humanities, other). Minimum of 3 - 4 years’ experience on USAID funded project(s) in Nigeria. Health project expertise is highly valued.

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Advert Code: REPT160818
Location: Abuja
Reports to: Senior Administrative Officer II

Summary

• The Receptionist will be responsible for handling front office reception and administration duties, including greeting and welcoming visitors, answering phone calls, notifying staff of visitor’s arrival, and setting up conferences/meetings.

Essential Duties and Responsibilities
In addition to the general duties described above. Specific duties and responsibilities include the following:

• Welcome visitors by greeting them in person or via telephone;
• Attend to all visitor related queries and escalate complex queries where necessary;
• Assist to maintain security by monitoring the guest logbook and issuing visitor badges;
• Notify the Admin Officer II-Safety and Security or the office security guards of any suspicious visitor(s) within the (front) office environment;
• Ensure reception area is tidy and presentable, with all necessary stationery and materials (e.g. pens, forms and brochures)
• Answer and forward phone calls as needed;
• Manage meeting rooms requests and allocations
• Set up conference/meeting rooms as needed including electronic presentations;
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
• Receive and dispatch mails/letters and other materials to the appropriate staff, office or unit;
• Assist with office logistics arrangements as needed;
• Manage the front office supplies and keep inventory of stock.
• Other duties as assigned.

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Advert Code: FAS160818
Location: Abuja
Reports to: Senior Finance Officer II
Slot: 2 Openings

Summary

• The Finance Assistant I under the direct supervision of Senior Finance Officer II and technical guidance from the Finance and Admin Director will assist the finance team in performing routine finance tasks and helping program staff on finance related needs were necessary.

Essential Duties and Responsibilities

• Assist with raising day to day payments
• Assist with the handling of office petty cash
• Ensures that all supporting documents are available and attached to the payment vouchers
• Ensure travel and activity advances from the field offices are retired timely
• Ensure all vouchers are serially numbered and stamped paid
• Proper filling of finance documents for easy retrieval
• Make payments to participants for meetings and workshops
• Ensure proper photocopying and scanning of monthly payment vouchers
• Support the Finance Officer in submission of PAYE and Withholding Tax Cheques
• Ensure the safe receipt, handling and banking of Staff retirements funds
• Support the FCT Team with finance related field activities
• Complete other duties as assigned.

Minimum Qualifications, Skills & Experience

• Bachelor's degree or HND in Accounting, Economics, Business Administration or related field.
• Minimum of 1 - 2 years working experience with a donor funded project, Knowledge and experience of USAID regulations is a plus. Experience using QuickBooks, Ms. Office packages especially Ms. Excel is required.

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Advert Code: PAS160818
Location: Abuja
Reports to: Project Director

Summary

• The Program Assistant will provide all required logistics, procurement, administrative and general program support to the Project Director and the senior project technical leads (Deputy Project Directors).

Essential Duties and Responsibilities
In addition to the general duties described above. Specific duties and responsibilities include the following:

• Provide secretarial and clerical support to the Project Director and the Deputy Directors where necessary;
• In collaboration with the relevant units, coordinate and manage logistics for internal and external meetings, workshops, and other program activities as needed;
• Manage project supplies/materials for the signature program areas (FP, TB, Malaria, Nutrition etc.) in the Abuja office and keep inventory of stocks;
• Together with the technical leads, track, harmonize and provide updates on project events to ensure there are no overlaps and ensure the Project Director is aware of all key activities;
• Assist the Project Director to send out routine communication to staff and external stakeholders;
• Undertake ad hoc inquiries (using standard/non-standard databases), retrieve, manipulate and present data efficiently;
• Attend meetings, drafts minutes and ensures timely approval and distribution;
• Draft routine correspondence and proofread materials in English, applying effective proofreading and grammar skills;
• Identify and resolve diverse issues as they arise, which often requires interpretation of existing procedures and processes and independently determining the appropriate application;
• Proactively reminds the Project Director and technical leads of future project events/meetings and workshops and manage the Project Director’s calendar;
• Perform other tasks as assigned.

Minimum Qualifications, Skills & Experience

• Minimum of Bachelor's degree in Social/Health Sciences, Business Management, Public Administration or related discipline is required.
• 2 - 4 years’ experience carried out related task with donor-funded project is desirable;
• Previous work experience implementing USAID-funded or donor funded health programs is strongly preferred;
• Excellent organizational, problem-solving skills and attention to details is essential;
• Working Knowledge of MS Office Packages and standard office equipment (scanner, photocopier, printer, projector etc.)
• Strong communication skills (written & spoken) in English language and one or more Nigerian language(s) is required;
• Ability to work independently and proactively.