Fresh Jobs at Search For Common Ground’s International

Position Summary:

• The Program Associate will support the coordination, planning, and implementation of SEARCH’s Nigeria country projects by providing high-level administrative support to the Country Director. S/he must be proactive with strong organizational, communication, and multitasking skills.

Reporting Line

• The Program Associate will report directly to the Country Director.

Roles & Responsibilities

• Executive Support:
• Administrative Assistance:
• Program Support:
• Information Management:
• Collaboration and Communication:
• Manage the Country Director's calendar, appointments, and travel arrangements.
• Prepare and coordinate business development meetings with partners, donors, including drafting agendas, taking minutes, and ensuring follow-up on action items.
• Assist in drafting correspondence, reports, and presentations for the Country Director.
• Handle confidential and sensitive information with discretion
• Serves the primary point of contact for internal and external stakeholders, including answering and directing inquiries as appropriate.
• Manage incoming and outgoing correspondence, including emails, phone calls, and letters.
• Maintain an organized filing system, both physical and digital, for documents, reports, and records.
• Support program staff in the coordination and implementation of project activities, including logistics, scheduling, and documentation.
• Assist in the preparation and dissemination of project materials, reports, and publications.
• Coordinate meetings, workshops, and events related to programmatic activities.
• Support monitoring and reporting of project BvA meetings to the Country Director
• Support quality reporting through report writing training and the development of activity concept notes
• Support the documentation of Country OKRs on the West Africa OKR template
• In collaboration with the People and Culture team, support quality programme implementation through trainings, cross-fertilization.
• Support PMT reporting by ensuring timely updates and flagging of issues by project managers
• Support teams in the utilization of Search’s in-house resources such as the Policy Site, Learning Centre, Databasics etc.
• Assist in maintaining databases, contact lists, and other relevant information systems.
• Conduct research and gather data as needed to support programmatic initiatives and organizational decision-making.
• Liaise with internal departments, partner organizations, and stakeholders to facilitate collaboration and information sharing.
• Support internal communication efforts, including disseminating updates, announcements, and reminders to staff.

Qualifications

• Bachelor's degree in a relevant field (e.g., International Relations, Public Administration, Communications).
• Minimum of 3 years of relevant work experience in executive support, administration, or program coordination.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills, including proficiency in English.
• Proficiency in Microsoft Office suite and other relevant software applications.
• Ability to work independently with minimal supervision and as part of a team.
• Previous experience in the non-profit sector or in conflict resolution and peacebuilding is an asset.

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Department Summary: 

• Information Technology (IT) oversees the installation and maintenance of computer network systems within Search. IT ensures
• 1) a governance for the implementation of operational parameters for using IT systems, architecture, and networks.
• The governance of the master data is based on workflow processes that integrate business rules and subject matter domain expertise.
• This is part of the conventional IT security as well as the data assurance for which the IT department is also responsible;
• 2) an infrastructure for the hardware components, the network, the circuitry, and all other equipment necessary to make an IT system function based on the size and needs of Search;
• 3) a functionality that creates and maintains operational applications; developing, securing, and storing electronic data that belongs to the organization; and assisting in the use of software and data management to all functional areas of the organization. To carry out these functions, IT at Search focuses on the IT helpdesk support for all staff worldwide for daily response to support tickets for a full resolution for users and provides professional support and guidance for projects aiming to improve Search infrastructure and systems.

Responsibilities

• Provide IT support to Nigeria staff
• Provide awareness training for Cybersecurity and Data Privacy and monitor compliance with associated policies
• Provide technical expertise and user orientation and/or training for Search’s employee database, organizing and maintaining employee records and documents, ensuring data privacy, providing help desk support and participating in various information technology projects.
• Provide general office troubleshooting for Dell, Apple, and Android devices as well as provide support for Windows, Mac OS X, Microsoft Office, Google Apps, and other solutions in our current portfolio

Contributions

• The information in the employee records management system drives the flow of user accounts from onboarding to end of employment and the accuracy of information has a critical impact on operations and other integrated systems including but not limited to accounting, expenses, timesheets, OneLogin, Google Apps and Staff Directory. The accuracy of these records also have a cost impact as they drive software licensing activation related to cloud systems.
• Employee Records Management:
• Troubleshoot data sync issues between systems related to data accuracy and integrity issues
• Set up user accounts
• Prepare procedures requiring extensive manual documentation.
• Set up administrative (security/permissions) rights for existing and new employees
• Provide training to users and generally in collaboration with HR
• Create evolving layman-friendly training materials and ongoing documentation to support system effectiveness and compliance.
• Contribute to and collaborate to workflow solutions related to HRIS
• Sync Fields Integrity
• Know the system well to perform various technical tasks depending on needs such as assigning user security and permission settings and helping resolve software issues and organizational structure changes that include department or team name changes and other updates that impact another system or security or access rights.

Document Management

• Assist with the development, publishing and awareness training related to global document management architecture
• Monitor global consistent use of document management architecture and assist users in the proper use of document management and collaboration tools, especially regarding document sharing and associated permissions

Cybersecurity and Data Privacy Awareness Training:

• Assist in the development, publishing, awareness and training of IT related policies and procedures
• Analyze cybersecurity reports on a regular basis and flag issues to the Senior Specialist, IT for follow up and potential remediation procedures
• Monitor compliance with data privacy policies and procedures and flag issues to the Global IT Director for follow up and potential remediation procedures

Helpdesk Support:

• The Information Technology Associate will ensure the IT services in the headquarters offices operate smoothly.
• Serves as the initial point of contact for troubleshooting IT related problems in the Nigeria Office, including hardware/software, and printer problems.
• Provide audiovisual and technical assistance in conference rooms
• Provide tier 1 support through the helpdesk ticketing system, and work with other members of the IT team to resolve related issues.

Other activities:

• Administer and support the Navex system
• Serve as backup for job posting and other transactional tasks related to applicant tracking system
• Provide general IT project support and implementation to the organization when implementing new technologies and solutions
• Document processes and procedures
• Assist in research, procurement, provisioning, and shipment of IT equipment including laptops/desktops, accessories, and other equipment
• Manage vendor payments
• Assist department with registering, tracking, and renewing equipment maintenance contracts
• Work with hardware and software vendors in initiating warranty claims and general support

Competency Behavior Indicators (Knowledge, Skills, and Abilities)

• Engages and communicates effectively across functions and across teams.
• Participates in external meetings.
• Builds relationships and engages effectively with collaborators.
• Uses resiliency and exhibits flexibility and adaptability to changing tasks and team priorities.
• With oversight by the supervisor, writes technical sections for team documents, briefing materials, and presentations.
• Works across functions from a multicultural perspective that reflects consideration of other cultures, other viewpoints, and other ways of doing things.
• Sensitively recognizes ethical situations.
• Focuses on the key objectives of a task or project.
• Creates accurate, organized, and timely work.
• Is resourceful with time management and technology to prioritize tasks with limited supervision.

Education and Experience

• Bachelor's degree in Information Technology, Computer Science, or related field.
• 3 years´ professional experience carrying out IT duties
• Experience working in an INGO sector