Jobs at TechnoServe

Job Summary

The Operations Intern is in charge of the day-to-day activities associated with running the central office in Abuja. Their duties include acting as a focal point for all departments, and handling administrative tasks while developing and enforcing office protocols.

This will be a learning experience occurring through the following responsibilities:

Administrative Support:

• Welcoming visitors and answering telephone calls.
• Entering and printing documents.
• Recording of external documents after verification and transmission to the appropriate recipient
• Support Logistics during training workshops for field activities.
• Support the overall management of office facilities
• Support the maintenance of the file for the tracking of fuel
• Recording of outgoing and incoming mail.
• Request for purchase and repairs of the needs of the Abuja office.
• Ensure the proper deposit and documentation of office keys.
• Provide petty cash vouchers and payment of petty cash expenses.
• Ensure maintenance of petty cash register.
• Submit monthly petty cash fund reconciliation with all related documents.

Vehicle and Generator Reports:

• Entering data from each vehicle's logbook into the vehicle tracking file.
• Entry of all expenses relating to project vehicles.
• Monthly check of average fuel consumption per hundred
• Verification of log book reports and other vehicle-related paperwork.
• Supervision of office maintenance, gardening, and security service.
• Daily monitoring of the cleanliness of the premises and recommendations as needed.
• Provide all the necessary items for the coffee break of the TNS staff during meetings and events.
• Monitoring the actual presence and work well done by maintenance and security agents.
• Ensure proper documentation of all movable and immovable property of the central office.
• Support other evolving needs within the demands of the office on the role.

Basic qualifications

• At least an HND in Business Administration, Project Management, Business Administration or a related social science field with experience in administrative management. Alternatively, 2 years experience.

Preferred Qualifications

• Experience with donor-funded projects and administrative processes in Operations.

Knowledge, skills and abilities

• Ability to uphold confidentiality.
• Sense of physical welcome and dynamism; responsiveness.
• Ability to work in a team, communicate, and collaborate with various trades and a multicultural environment.
• Good knowledge and use of Computers and the internet including Excel and Microsoft Word.
• Mastering the procedures of international or bilateral donors.
• Excellent communication (oral and written) and interpersonal skills.
• Organizational skills and attention to detail in problem-solving.
• Ability to work independently and effectively in a dynamic, high-pressure environment.

Required Language

• Fluency in written and spoken English.

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Job Summary:

TechnoServe seeks a highly organized, detail-oriented professional to assist with administrative and logistics functions for TechnoServe Nigeria’s country office. The role is a critical function of the country office and ensures smooth office operations at all times. 

Program/Practice/Department Overview: 

The Operations Administrator will be part of the Operations department to support activities across TechnoServe Nigeria. 

Primary Functions & Responsibilities:

Procurement

• Support the Operations and Procurement Specialist with the daily requests and , facilitate shared office and program procurement process for various projects and follow set procurement policy and procedures.

Asset Inventory

• Management of fixed assets and office supplies inventory.
• Maintain office inventory and regularly update inventory records.

Travel and Logistics

• Assist international and domestic travel requests for all staff.
• As assigned, process all visa and work permit requests for staff in compliance with host Country guidelines.
• Guide other office support staff such as drivers and cleaners to regularly comply with operational standards.
• Coordinates paperwork and physical maintenance of fleet and logistics management.
• Checking vehicle routes and speed limit application.
• Supervision of project vehicle drivers at the central office.

Office Management

• Inspect and track usage of office consumables and its facilities including utilities such diesel, generator maintenance, electricity and other health and safety regulators.
• Drafting of reports relating to the Abuja office.
• Receive invoices with all related supporting documents, Upload invoices to the shared drive daily and check them against the provided checklist forwarded to finance for processing.
• Collection of fuel purchase invoices at the Abuja office and transmission to the finance department.
• Assist the Operations lead and in-country Information Technology Specialist in coordinating monthly all-staff meetings and other administrative meeting requirements.
• Draft correspondence, including reports, processes, and other administrative documents.
• Assumes responsibility for document filing and applies initiative in developing office administrative procedures.

Basic Qualifications: 

These are the requirements that any qualified candidate must meet. Typically includes:

• Bachelor’s degree or Tertiary studies in Business Administration, Public Administration, Sociology, Office Management, or other relevant social sciences-related
• Procurement certification or prior experience is an added advantage.

Preferred Qualification: Alternatively, have at least 2 years of work experience in an administrative / office management role, with responsibilities related to procurement preferably with an international NGO.

Travel: Ability to travel on occasion.      

Language Requirement: Fluency in English both in writing and speaking.

Knowledge, Skills and Abilities:

• Effective oral and written communication skills, and ability to work independently on multiple tasks simultaneously 
• Strong interpersonal, organizational, and communication skills
• Experience with relevant software packages useful for preparing relevant work documents.
• High Professional work ethic and integrity. 
• Ability to reason objectively, clear strong and strategic communication skills.
• Good interpersonal and public relations skills.
• Strong operational, analytical and management skills.
• Ability to multitask competing priorities with minimal supervision.
• Ability to work both as a team lead and a team member.