Operations Assistants at Palladium Group

Primary Duties and Responsibilities: 

The Operations Assistant (HQ) works closely with the Technical Team to support effective programme delivery through the provision of critically needed project management support. Whilst the objective remains effective and efficient delivery with a lean and fit-for-purpose team that ensures Value for Money in delivery, new and emerging responsibilities and associated tight timeframes required for delivery of the FCDO approved FY25/26 Workplan demands that additional Operations Support be engaged to augment existing resources.

The Operations Assistant (Kaduna) will be a member of the Project Operations Team.

Reports to: Finance & Admin Coordinator

Location:  The Operations Assistant (Kaduna) will be based in Kaduna.

Specific responsibilities:

The Operations Assistant (Kaduna) will:

• Work with the Technical Team to coordinate activities at the state level.
• Support with management of logistics for Staff, consultants and stakeholders.
• Support the FACO in administering project activity/staff travel advances.
• Ensure smooth operations at the Kaduna office and coordinate any travel logistic support required by the state team.
• Manage accommodation booking for Lafiya Programme events.
• Work with the security team by providing journey management updates as required.
• Provide initial review of all invoices/payment requests and initiate timely action in line with Project procedures/processes towards processing such payments.
• Assist in procurement, clarifying specifications, analyzing quotations, and seeking for approval, ensuring purchases are made according to approved specification, price, quantity, and quality inclusive.
• Provide cover in the event of the absence of the FACO from duty.
• Ensure office equipment and facilities are always in good working condition.
• Support in maintenance of fixed assets register by updating asset register, issue of asset movement for signing and approval, outdoor asset repair permission, etc.
• Ensure vehicle maintenance is done satisfactorily and in accordance with Palladium policies.
• In liaison with the FACO, ensure adequate maintenance of all Kaduna Office financial records.
• Communicate pressing operations issues to the FACO for technical assistance and further directives.
• Any other related activities to be assigned by the FACO.

 Required Qualifications:

• University Degree or its equivalent in Business Administration, Accounting, Project Management or Social Sciences
• Progressive office management and administration experience.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook), and familiarity with office equipment (Printers, Scanners and copiers).
• Excellent cross-cultural communication and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, clients and consultants.
• Excellent oral and written communication.
• Strong use of English and ICT. 
• In-country working experience in Northern Nigeria or similar environments is desirable.

Key competencies and professional expertise required

• Track record of delivery in setting up and closure of operations functions of large programmes
• Ability to work independently as part of a team.
• Strong knowledge of inventory systems is highly desirable.
• Strong management and people handling skills.
• Ability to manage multiple tasks and deadlines.

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The Operations Assistant (Yobe) works closely with the Technical Team to support effective programme delivery through the provision of critically needed project management support. Whilst the objective remains effective and efficient delivery with a lean and fit-for-purpose team that ensures Value for Money in delivery, new and emerging responsibilities and associated tight timeframes required for delivery of the FCDO approved FY25/26 Workplan.

The Operations Assistant (Yobe) will be a member of the Project Operations Team.

Reports to: Finance & Admin Coordinator

Location:  The Operations Assistant (Yobe) will be based in Yobe. 

Primary Duties and Responsibilities: 

The Operations Assistant (Yobe) will:

• Work with the Technical Team to coordinate activities at the state level.
• Support with management of logistics for Staff, consultants and stakeholders.
• Support the FACO in administering project activity/staff travel advances.
• Ensure smooth operations at the Kaduna office and coordinate any travel logistic support required by the state team.
• Manage accommodation booking for Lafiya Programme events.
• Work with the security team by providing journey management updates as required.
• Provide initial review of all invoices/payment requests and initiate timely action in line with Project procedures/processes towards processing such payments.
• Assist in procurement, clarifying specifications, analyzing quotations, and seeking for approval, ensuring purchases are made according to approved specification, price, quantity, and quality inclusive.
• Provide cover in the event of the absence of the FACO from duty.
• Ensure office equipment and facilities are always in good working condition.
• Support in maintenance of fixed assets register by updating asset register, issue of asset movement for signing and approval, outdoor asset repair permission, etc.
• Ensure vehicle maintenance is done satisfactorily and in accordance with Palladium policies.
• In liaison with the FACO, ensure adequate maintenance of all Kaduna Office financial records.
  Communicate pressing operations issues to the FACO for technical assistance and further directives.
• Any other related activities to be assigned by the FACO.

Required Qualifications:

• University Degree or its equivalent in Business Administration, Accounting, Project Management or Social Sciences
• Progressive office management and administration experience.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook), and familiarity with office equipment (Printers, Scanners and copiers).
• Excellent cross-cultural communication and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, clients and consultants.
• Excellent oral and written communication.
• Strong use of English and ICT.
• In-country working experience in Northern Nigeria or similar environments is desirable.

Key competencies and professional expertise required

• Track record of delivery in setting up and closure of operations functions of large programmes
• Ability to work independently as part of a team.
• Strong knowledge of inventory systems is highly desirable.
• Strong management and people handling skills.
• Ability to manage multiple tasks and deadlines.