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Administrative Assistant

3 months ago

Abuja, Nigeria Mercy Corps Full time

Job Summary

  • Mercy Corps has been present in Nigeria since 2012, focusing its interventions on women’s empowerment, economic development and conflict mitigation.
  • With the insurgency spilling over from the northeast of Nigeria and causing displacement of thousands of individuals, Mercy Corps interventions in Nigeria are implemented in a conflict and gender sensitive manner.
  • Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management and facilities & office management for successful program implementation.
  • The Admin Assistant will assist front desk support functions for the Mercy Corps Abuja office.
  • This will include answering telephone, greeting visitors and reception, coordinate incoming & outgoing deliveries, and some time assist Administrative Officer on coordination of international and domestic flights and hotel accommodations.

Responsibilities

  • Overall responsible for front desk support activities in Abuja with compliance with MC administration and in-country policies
  • Manage facilitates, office, guesthouses and expat accommodation.
  • Ensuring national and international staff accommodation, halls, meals and venues for all Abuja based trainings, workshops and meetings.
  • Ensure the timely top up of office and GH utility.
  • Timely tracking of the prepaid unit meter daily usage and utility
  • Responsible for maintaining and booking meeting rooms.
  • Process payment request for vendors and follow up with Finance for timely payment.
  • Ensuring that national and international staff accommodation are booked in good time and communicated.
  • Custodian of petty cash, monthly or periodic cash count will be conducted by the finance team.
  • Update tracker for stationary, beverage, dispenser water and refilled gas
  • Organize a filling system for important and confidential documents.
  • Raise PR and Task Order when necessary.
  • Supervise the office and guesthouse cleaners.
  • Support the Snr Administrative Officer on Visa on arrival for incoming visitor.
  • Support the Snr Administrative Officer on sending out welcome pack and logistic arrangement to new expat visitor.
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
  • Other duties as assigned.

Safeguarding Responsibilities:

  • Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
  • Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
  • Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Qualifications

  • Minimum 2 years experience with office administration; computer skills are required.
  • Must be an independent thinker and have strong organizational skills.
  • Demonstrated experience scheduling and managing staff from multiple departments.
  • Fluency in English and local languages written and spoken.

Success Factors:

  • Conscientious with an excellent sense of judgment
  • Ability to work simultaneously on multiple tasks
  • Willingness and ability to work effectively with a wide variety of people
  • Excellent interpersonal skills
  • Ability to work as part of a team and coordinate with project personnel
  • Good spoken and written English
  • Computer literate and strong organizational skills.