Jobs at ActionAid (AA) Nigeria

Overall Purpose

• The PA to the CD who reports directly to the Country Director will be responsible for the management and administration of the Country Director’s Office.
• S/he will support in ensuring that ActionAid Nigeria (AAN) policies and procedures - in collaboration with the other members of the team and the affiliate (AAN) – are fully complied with.
• S/he will also manage physical and electronic documents for the affiliate by maintaining documentation, filing systems and contact database.

Key Duties
Programme:

• Planning and organizing of all activities, workshops and seminars that relate to the office of the Country Director.
• Taking minutes of all strategic meetings involving the Country Director’s Office.
• Representing - when necessary, the CD at fora relating to the progress, advocacy and show-casing of AAN’s work in Nigeria.
• Act as a liaison person with programme and other relevant units on administrative issues as it relates to the CD’s Office.
• Development and management of the Information Systems at the affiliate for the CD’s office.
• Produce and contribute to programme/event reporting.

Finance:

• Facilitate the financial processes for consultancies and other programme events’ with the support of the Finance Department as it relates to the CD’s Office.
• Produce budgets for events and assist in the development of the programme’s budgets and plans by working closely with the HROE and Finance units.

General:

• Develop and oversee the implementation of an appropriate and user-friendly Records Management system and ensure files are up to date.
• Administer programme and other internal meetings; and follow up with staff and other stakeholders on relevant issues and action points.

Key Working Relationships

• Internal: Entire AAN staff
• External: Service providers, Partners, INGO, Government Agencies, Board Members, Global Secretariate and other stakeholders.

Persons Specifications
Education Qualification:

Essential:

• First Degree in Social Sciences or Arts / Humanities.

Desirable:

• Master's Degree in related studies
• Membership of relevant professional Institute.

Experience:
Essential:

• At least five years post NYSC experience in Administration and providing strategic support to a Leadership role
• Excellent working knowledge of Excel, Word & Outlook (MS Office in general) & experience in handling cash.

Desirable:

• Experience in working with international development of NGO agencies.

Skills / Abilities:

• Excellent reporting writing skills
• Highly numerate
• Excellent planning and prioritisation skills
• Ability to think strategically
• Excellent (proven) interpersonal and both oral and written communication skills
• Experience designing and coordinating events/training/meetings
• Strong analytical/problem solving skills.
• Multi-tasking skills
• Negotiation skills.

Personal Qualities:

• Creative and takes initiative.
• Able to work effectively in a diverse team environment
• Good motivator of others
• Willing to work additional hours at crucial times.
• Team player
• Self-motivated person able to work with minimum supervision.
• Effectively promote AAN’s mission values, and objectives.

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Job Purpose

• The Board Liaison Advisor who reports to the Director, Organisational Effectiveness will be responsible for coordination of the Governance function, maintaining an interface between the Board and General Assembly members of ActionAid Nigeria (AAN) and the International Governance Unit (IGU); as well as review Memorandum of Understandings (MOUs) within ActionAid Nigeria.
• S/he will also be responsible for coordinating internal procurement processes as well as documentations whilst working with the Procurement committee.

Specific Responsibilities

• Ensure quality record of Board meetings by taking the minutes
• Provide support to Sub-committees
• Preparation of Communications and Documents to Board members
  • Support in the development of any presentations required
  • Ensure that all papers to the Board are sent out in due time
  • Collate Board incidental communications between Board meetings to keep Board Members abreast with the key organisation happenings and events.
• Coordinate AAN Governance and staff induction and orientation processes
• Coordinate all field visits of Board and GA members to AAN project sites
• Support with linkage to AAI Board of Trustees
  • Prepare affiliate update that goes to Board of Trustees
  • Ensure that all logistics arrangements are made for Board Chair to attend Trustees meeting.
  • Ensure that Board Chair/relevant representative attending the International Board meeting gets all Board papers sent from the International Secretariat.
  • Provide whatever information required by the AAI Governance unit and the International Secretariat
• Coordinate proper documentation and filing of all AAN Statutory documents with relevant government agencies
• Coordinate the process of General Assembly (GA) member recruitments and selection ensuring that all organizational equal opportunity parameters are considered
• Act in an advisory capacity to all members of the governance body especially new members to facilitate their ability to perform effectively.
• Act as an information hub between AAN Management and the Governance Body.
• Provide support on secretarial duties
• Support with the review of all organizational legal documents that require Country Director’s signature.
• Support with the review of all Partnership agreements.
• Events Management: Provide logistics for workshops, seminars, meetings, by providing
• materials to support the event through ensuring that stationeries, hotel reservation, workshop materials, meeting packs, booking venues, meals are provided in time. Ensure timely and proper communication for all events
• Facilitate the financial processes for consultancies and other programme events with the support of the Finance Department.
• Produce budgets for events
• Coordinate internal procurement processes
  • Work with a 7-member procurement committee and a Volunteer, while reporting to the Procurement Committee Chairperson
  • Act as secretary to the Procurement Committee
  • Responsible for reporting and documentation
  • Ensure an updated service provider database
  • Ensure the committee actions are in line with the Procurement policy manual.
• All other responsibilities given by Line Manager.

Key Working Relationships

• Internal: Entire AAN staff
• External: Service providers, Partners, Government Agencies, Board & General Assembly
• Members, International AA Office and other stakeholders.

Persons Specifications
Education Qualification:

Essential:

• Barrister-at-Laws (B.L) and Bachelor of Laws (LLB).

Desirable:

• Membership of relevant professional Institute.

Experience:

• At least five years post NYSC experience in Administration;
• Excellent working knowledge of Excel, Word & Outlook (MS Office in general) & experience in handling cash
• Office administration and procurement experience.
• Experience of designing and coordinating training/meetings.

Desirable:

• Experience working with and supporting governance structure in an INGO.

Skills / Abilities:

• Excellent report writing skills
• Fluency in spoken and written English language
• Highly numerate
• Excellent planning and prioritisation skills
• Ability to think strategically
• Excellent (proven) interpersonal and both oral and written communication skills
• Strong analytical/problem solving skills
• Multi-tasking skills.
• Negotiation skills.

Personal Qualities:

• Creative and takes initiative.
• Able to work effectively in a diverse team environment
• Good motivator of others
• Willing to work additional hours at crucial times.
• Self motivated person able to work without close supervision
• Team player
• Effectively promote the AAN’s mission, values, and objectives.