Jobs at Evidence Action

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our organisation's general administrative activities. The administrative assistant will ensure smooth functioning of the Country Office by providing administrative functions through effective coordination, planning, monitoring of office operations, logistics and reporting. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you also have previous experience as a Secretary or Executive Administrative Assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Duties and responsibilities

• Handling organizational and clerical support tasks.
• Maintaining office supplies and equipment
• Receive and answer telephone calls and take messages as well as report a faulty line
• Organize travel arrangements for staff, including partners and consultants, both Air and ground transport.
• Arrange accommodation for any employees of Evidence Action visitors and partners, if need be.
• Filing and retrieving of documents as may be required
• Monitor incoming emails and answer or forward as required.
• Managing relationships with internal and external visitors for any administration assistance required by coordinating with my supervisor and programs
• Regularly update and maintain databases such as mailing lists, contact lists and client information.
• Coordinate outgoing messenger and courier service making sure all information required is provided for outgoing mail.
• Receive and direct visitors and make sure they sign the visitors’ book.
• Maintain a safe and clean reception area by complying with procedures, rules and regulations.
• Ensure all windows and doors are closed in the evening.
• Ensure all electrical appliances, lightings and Air conditioners are turned off at the end of the day.
• Perform other related duties and responsibilities assigned by supervisor from time to time

Requirements

• HND or Bachelor’s degree in any related field
• 0-2 years’ work experience
• Excellent organizational and time management skills;
• Ability to liaise well with others
• Strong oral and written communication skills;
• Attention to detail;
• Flexibility and adaptability to changing workloads;
• Ability to use computer packages such as Microsoft offices, Internet and office equipment such as printers, photocopier, scanners etc.
• Ability to work under pressure with minimal supervision, prioritize tasks and able to meet deadlines.

Direct reports

The position will report to Senior Associate, Procurement & Logistics

Equal Opportunity Statement

Evidence Action does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Benefits

• Private Health Insurance
• Pension Plan
• Training & Development
• Performance Bonus
• Hybrid policy

go to method of application »

The Senior Associate will manage and perform confidential program management and administrative functions to ensure the Director, West & Central Africa’s operations flow smoothly. He/she will provide direct support to the Director, West & Central Africa’s office, managing and coordinating all administrative matters, financial programs and technical matters requiring the Director, West & Central Africa’s direct attention.

Duties and responsibilities

• Special projects: Take the lead in delivering well-defined projects, including conducting research and analytic activities, coordinating advocacy and communication initiatives, gathering background materials and data in support of projects, and/or presenting materials in a written or visualized format
• Meeting and event coordination: Plan and coordinate conferences and events, quarterly Manager’s meetings, all staff meetings, resource mobilization meetings and regular remote meetings. This will typically entail developing or compiling meeting agenda, taking & synthesizing meeting notes, and following up with relevant action points.
• Operational policy reviews: Support the Director, West & Central Africa in reviewing, developing, and/or synthesizing operational policies as needed.
• Represent the Director, West & Central Africa in selected internal and external meetings, and generally support the Director, West & Central Africa in preparing for meetings including helping create materials/content.
• Financial and budget monitoring support: Support with the reviewing of monthly financial and budget monitoring reports for departments and programs reporting to the Director, West & Central Africa.
• Provide support in donor proposals, including collating content from various team members and reshaping program budgets for donor purposes.
• Human Resource support: Support with recruitment process (especially in recruiting those positions that directly report to the Director, West & Central Africa). This will typically include liaising with the HR department to review job description, screen candidates, schedule interviews and coordinate any follow-ups. Additionally, support the Director, West & Central Africa to on-board all key staff joining various departments in the region; as well as with review of monthly time-sheets.
• Communication: Work with teams to coordinate collection and distribution of information, knowledge, lessons, case studies and experience of primary actors, stakeholders, implementing partners across implementing countries in the Sub region. Support in the design and dissemination of a quarterly newsletter showcasing of project innovations, achievements and lessons learned. Conceptualize and implement communication strategies and campaigns for the sub regions. Conceptualize and develop of high-quality content and communications materials and ensuring the quality, clarity, and accessibility of programs reporting and communication products capturing lessons at the thematic, portfolio and project/programme levels.
• Administrative support: Work with the Finance team to reconcile the Director, West & Central Africa advances, expenses, etc., and ensure proper filing of any related documentation; manage the Director, West & Central Africa’s calendar/s; liaise with office administration teams to arrange for travel logistics as needed.
• Other: provide stopgap support/capacity to other departments in the Country as needs arise.

Key Performance Indicators

• Special projects, meetings and events completed and delivered within agreed timeframes.
• Appropriate storage of all files and documents maintained.
• All internal and external reports/minutes delivered to deadline and accurate.
• Accurate expense reconciliation with nil audit or compliance issues.
• Timely development and dissemination of WCA quarterly newsletter
• 100% schedule and calendar management.

Requirements

Qualifications

• A bachelor’s degree in a related field and at least 3-5 years of relevant professional experience
• Tech-savvy and experienced in using a broad range of cloud-based tools and systems, including Google Apps (Docs, Sheets, Slides, Forms, etc.), Slack, etc.
• Analytical, strong bias towards quantitative skills.
• Outstanding writing, presentation and communication skills.
• Training or experience in communication for development would be a plus.
• Exceptional attention to detail, coordination and organizational skills
• A creative thinker, quick learner, hard worker, able to clearly, proactively, and professionally communicate and juggle team priorities and competing deadlines
• Emotionally intelligent and able to build and man oeuvre professional relationships

Working conditions

Normal office work conditions - both in-person and remotely supporting the Director, West & Central Africa.

Physical requirements: None

Direct reports: None

Benefits

• Private Health Insurance
• Pension Plan
• Paid Time Off
• Work From Home
• Training & Development
• Performance Bonus