Job Opportunities at DAI

Position Objectives:

The Administrative Officer position will manage administrative activities in the Ebonyi Field Office. The Administrative Officer will see to the daily business operations of the office. He/She will be expected to coordinate closely with the Facilities Specialist.

Responsibilities:

• Manage the Ebonyi Field Office administration processes.
• Initiate procurement requisitions and process payment requests on TAMIS.
• Prepare Main Office monthly budgets and initiate on TAMIS.
• Ensure that assets are tagged immediately when they are purchased and inform the Facilities Specialist to update the inventory on TAMIS.
• Manage the motor pool and review Drivers’ logbooks weekly.
• Work with Drivers to ensure that vehicle particulars are renewed before the expiring date.
• Coordinate the inspection and receipt of goods. Ensure that project staff needs for office equipment, supplies, and furniture are met in a timely manner.
• Ensure that office appliances and equipment are in good working condition and promptly report required repairs to the Facilities Specialist.
• Ensure that appliances such as air conditioners are serviced as at when due date.
• Develop and maintain an efficient up-to-date stock of items in the store. Plan for stock replenishment in a timely manner so no outage is experienced. Otherwise, report the imminent stock outage to the Facilities Specialist.
• Other duties of a reasonable nature as assigned by the supervisor or designee.

Reporting:

The Administrative Officer will report to the Finance and Administrative Specialist Ebonyi.

Line Management:

The Administrative Officer will supervise the Driver in the Ebonyi Field Office.

Minimum Requirements:

• Bachelor’s degree in finance, business administration, public administration, economics, or other relevant field is required. An advanced degree is preferred.
• Six (6)years of experience in administration and logistics or related operations role.
• Previous experience working on US Government funded projects is highly preferred.
• Working knowledge of US Government operations, policies, procedures, and FAR regulations is preferred.
• Strong communications and personnel management skills.
• Strong oral and written communication skills.
• Excellent interpersonal communication skills.
• Proficiency in English language, verbal and written, is highly preferred.
• Demonstrated ability and willingness to both train and be trained.
• Highly organized and with the ability to multi-task and prioritize as and when needed without sacrificing the quality of work performed.
• Knowledge of budgeting and procuring goods and services.
• Good analytical skills with good problem-solving skills & creativity, supported by good writing skills.
• Possess both a willingness and an ability to train and be trained.
• Accuracy with managing and organizing large amounts of data.
• Experience in basic security and operations.
• Working knowledge of Microsoft Suite, i.e., Excel, Word, and PowerPoint, is highly preferred.

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Position Objectives:

The Administrative Assistant is responsible for the operational and administrative tasks in the field office. S/he will aid the project team to maintain smooth day-to-day office functions. He/she will be expected to coordinate closely with the Operations as well as Finance and Accounting teams and the home office administration staff.

Responsibilities:

• Handle routine administrative tasks, including calls, mail, and electronic communications and routing messages and information to appropriate individuals. Support the security operations of the office premises, the property therein, and the motor pool.
• Support procurement logistics by ensuring proper documentation is saved in project files in a timely manner.
• Ensure that project staff's needs for office equipment, supplies, and furniture are met.
• Perform regular spot audits of project files Support inventory management and disposition of project assets.
• Maintain office inventory trackers and coordinate equipment maintenance with the relevant departments and work closely with Bauchi Main Office (BMO) Facilities Specialist.
• Coordinate logistical support and assist with project staff travel, such as hotel booking, ticket reservation, and car arrangement.
• Support the office in the distribution of invitations, letters, meeting minutes, and other printed material as needed. Support office with printing, copying, and binding materials as needed.
• Assist operations and accounting staff with reviews of backup documentation using the finance checklists to ensure completeness, accuracy, and full compliance with DAI policies and procedures.
• Assist in preparation of information inputs for any financial reporting requirements, or internal reports, as necessary.
• Other duties of reasonable nature as assigned by the supervisor or designee.

Reporting:

The Administrative Assistant will report to the Finance and Administrative Specialist (state offices) or designee (Bauchi Main Office).

Minimum Requirements:

• Bachelor’s degree in finance, business administration, public administration, economics, or other relevant field.
• Working knowledge of US Government operations, policies, procedures, and FAR regulations preferred.
• Minimum two (2) years of experience in an administrative support role.
• Demonstrated ability and willingness to both train and be trained.
• Proficiency in English language, verbal and written, is highly preferred.
• Highly organized and with the ability to multi-task and prioritize as and when needed without sacrificing the quality of work performed.
• Knowledge of budgeting and procuring goods and services.
• Strong analytical skills with good problem-solving skills & creativity, supported by good writing skills.
• Excellent interpersonal communication skills.
• Possess both a willingness and an ability to train and be trained.
• Accuracy with managing and organizing large amounts of data.
• Experience in basic security and operations.
• Working knowledge of Microsoft Suite, i.e., Excel, Word, and PowerPoint, is highly preferred.