Job Opportunities at Breakthrough Action Nigeria

Summary

The Administrative Assistant II will be responsible for assisting the Senior Administrative Officer 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 and processing vendor and invoices;
• Assist with logistics arrangements for local and international travels;
• Ensure that the assets that are issued to staff are authorized, recorded and necessary paperwork exists as per the office/USAID policy.
• 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;
• Support the admin team in updating and managing vendor contracts and Service Level Agreements (SLAs);
• 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.
• 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 of office equipment and appliances and meeting staff office needs.
• Prepare relevant administrative reports when needed.
• Other duties as identified by supervisor.

Supervisory Responsibilities

This position has no direct supervisory responsibilities.

Minimum Qualifications

• Minimum of bachelor’s degree
• 3 - 4 years’ experience working with donor-funded projects in administrative and procurement related tasks
• Working experience with USAID funded projects is an added advantage.
• Working Knowledge of MS Office Packages
• Knowledge of 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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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 visitors’ 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, etc.
• Receive and dispatch mails/letters and other materials to the appropriate staff, office or unit;
• Assist with office logistics arrangements and small procurements as needed;
• Handle staff travel air tickets and hotel bookings
• Manage staff official data and airtime provision
• Manage the front office supplies and keep inventory of stock.
• Other duties as assigned.

Minimum Qualifications, Skills & Experience

• Minimum of HND/Bachelor’s degree;
• 2 - 3 years’ experience in similar position;
• Experience working with donor-funded projects is desirable;
• Working Knowledge of MS Office Packages;
• Knowledge of basic administrative procedures;
• Strong verbal communication skills (written & spoken) in English language
• Strong problem-solving skills;
• Ability to work independently and proactively