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Administrative Assistant (USAID Nigeria TB LON - Osun State)

Closing: Nov 30, 2022

This position has expired

Published: Nov 2, 2022 (2 months ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

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Education/Experience:

  • Possession of a B.Sc. in Business Administration or any of the Social Sciences or Higher National Diploma in Business Administration.
  • Membership or part certification by any recognized professional bodies will be an added advantage.
  • Minimum of 3 years post qualification hands-on experience in an International NGO or Grants operational environment is required.

Knowledge, Skills and Abilities:

  • Proven experience as an administrative assistant
  • Applicants should be able to work independently with minimal supervision
  • Knowledge of office management systems and procedures
  • Proficiency in the use of computer application (Microsoft office etc)
  • Excellent time management skills and ability to prioritize work
  • Attention to detail and problem solving skills
  • Working knowledge of office equipment such as printers, photocopiers, computers etc
  • Analytical mind and fluency in written and oral communication
  • Ability to work well with others to develop and maintain compatibility among project staff, subcontractors and recipients of assistance
Responsibilities

Education/Experience:

  • Possession of a B.Sc. in Business Administration or any of the Social Sciences or Higher National Diploma in Business Administration.
  • Membership or part certification by any recognized professional bodies will be an added advantage.
  • Minimum of 3 years post qualification hands-on experience in an International NGO or Grants operational environment is required.

Knowledge, Skills and Abilities:

  • Proven experience as an administrative assistant
  • Applicants should be able to work independently with minimal supervision
  • Knowledge of office management systems and procedures
  • Proficiency in the use of computer application (Microsoft office etc)
  • Excellent time management skills and ability to prioritize work
  • Attention to detail and problem solving skills
  • Working knowledge of office equipment such as printers, photocopiers, computers etc
  • Analytical mind and fluency in written and oral communication
  • Ability to work well with others to develop and maintain compatibility among project staff, subcontractors and recipients of assistance

Duties and Responsibilities include:

  • Coordinating all administrative and secretarial support services for the implementation of USAID Nigeria TB LON
  • Assisting with the effective management of day to day office operations
  • Supporting & coordinating internal and external meetings, trainings, venues, logistics, provision of materials and refreshments particularly during multiple meetings
  • Working with the team for logistical support to staff/visitors including liaising with program management unit on team itineraries, appointments according to schedules developed by department members
  • Assisting in documenting and archiving program documents.
  • Arranging travel logistics for staff, consultants and training participants including hotel reservations and where required, arranging for airport and hotel pick-ups
  • Coordinating staff meetings, setting up conference rooms and meeting rooms, ordering and setting up audio-visual equipment and agendas, take minutes of meetings and writing reports as requested, filing records of all meetings
  • Recording minutes of staff meetings and circulating same amongst the staff and meeting attendees
  • Assisting with the production of presentation materials for staff members
  • Performing office equipment tasks such as making needed arrangement for services via telephone or e-mail, obtaining quotations for required services, arranging for repairs of office equipment
  • Collating and filing quarterly, monthly and weekly reports
  • Collating and harmonizing quarterly and monthly work plans
  • Making travel arrangements as requested by program staff and facilitating retirement of trips made by staff
  • Tracking of USAID Nigeria TB LON work plans and activities
  • Conducting weekly and monthly supervision of office motor vehicles as well as drivers with daily vehicle check list
  • Coordinating, monitoring and supervising security staffs
  • Performing any other duties as assigned


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