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Administrative Assistant

2 months ago

Lagos, Nigeria Centre for Integrated Health Programs CIHP Full time

Description

  • We are in search of innovative, creative, and self-motivated talents with outstanding skills and proven track records in the advertised position.
  • A reliable individual who is committed, audacious, accountable, and passionate females and HIV community members are strongly encouraged to apply with strong core values to work with our highly experienced team at our Head and state offices in the following capacities:
  • A reliable executor who is flexible and can hit the ground running in aiding the organization achieve its goals as it aligns with saving lives, making life more meaningful and productive for all Nigerians and especially for the most vulnerable.

Job Purpose

  • The position provides administrative support to the department and contributes to the smooth operation of the office, assisting with the maintenance and sustenance of a professional office environment.
  • Duties include general clerical, receptionist and project-based work. The incumbent projects a professional company image through in-person and phone interaction.

Essential Duties and Responsibilities

  • Provides administrative support to staff and visitors when required including assisting with travels, logistical arrangements and booking meeting venues.
  • Manages office petty cash under supervision.
  • Supports with the management of vehicle fleet.
  • Oversees the maintenance of office equipment/machines.
  • Maintains and distributes staff weekly schedules.
  • Collects and maintains PC inventory.
  • Supports technical staff in assigned project-based work.
  • Provides office orientation for new employees.
  • Meets and greets clients and visitors.
  • Creates and modifies documents using Microsoft Office.
  • Performs general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
  • Signs for and distributes UPS/Fed Ex/Airborne packages.
  • Researches, prices, and purchases office furniture and supplies.
  • Acts as the first point of contact for vendors and creates meetings with vendors.
  • Ensures office procedures are kept up-to-date and communicated to staff.
  • Coordinates and maintains records for staff office space, phones, parking, company cards and office keys.
  • Provides historical reference by developing and utilizing filing and retrieval systems.
  • Coordinates all procurement and logistics activities including possible management of vehicles and drivers.
  • Carries out assets verification and updating of inventory register.
  • Ensures proper use and maintenance of physical assets and office, including vehicles, equipment, furniture, and office building. Arranges for repairs as necessary.
  • Ensures security of office, staff, and physical assets belonging to the organization.
  • Performs any other duties as assigned by supervisor or designee.

Qualifications and Experience

  • Degree or equivalent qualification.
  • 1-year relevant administrative experience especially in an international NGO.
  • Proven computer skills, including experience using Microsoft Word and Excel.
  • Able to work with basic supervision, with initiative, and good judgment.
  • Proven skills in meeting logistics and fleet management.
  • Efficient and accurate with details.
  • Sensitive, compassionate and positive; good relationship skills.
  • Ability to handle confidential information with discretion.
  • Team worker. The ability to work as part of a team.
  • Fluency in speaking, reading, and writing English.
  • Strong organizational and prioritization skills.