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Administration Assistant

2 months ago

Abuja, FCT, Nigeria Save The Children Full time

KEY AREAS OF ACCOUNTABILITY:

General Administration:

  • Monitor usage of all office equipment & supplies, by ensuring that they are in good working condition. Promptly report any malfunctions/repairs needed/changes to be made as they arise.
  • Maintain general office equipment tracker.
  • Event planning and coordination – support program staff during workshops and events local, internal and external – e.g., booking venue/room, setting up conference calls etc. and ensuring action points are shared in good time.
  • Ensure that meeting rooms for receiving guest and staff are kept clean and usage managed.
  • Carry out the filing of relevant documents.
  • Supervises cleaners to ensure office premises/guest houses and environs are clean and always maintained.
  • Ensure required cleaning items and toiletries are always available.
  • Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required.
  • Ensure the Country Office is well equipped, has sufficient levels of supplies consumables, stationery & equipment etc.
  • Support in processing rent renewals and tenancy agreements.
  • Keeping an update to date record of all GPEs general program equipment's in the Country office, guest houses and international staff house.
  • Identify and coordinate the repairs of the following, plumbing, mechanicals, electricals and carpentry etc. At the Country Office, staff houses and guest house.
  • Perform other duties and responsibilities as assigned by Line Manager
  • Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines.

Front Desk Management:

  • Ensure that the front desk/reception is always kept tidy and presentable with all necessary materials Pen, paper, visitors form etc.
  • Properly greet visitors/clients and always make them feel welcome.
  • Handle incoming and outgoing letters and correspondences.
  • Take minutes of the bi-weekly All staff meeting as directed by Line Manager. Prepare meeting agendas, track actions and key notes.

Book meeting rooms:

  • Prepare the monthly report for the admin unit.
  • Follow-up with team members to ensure that external guests are promptly attended to. In other to avoid prolonged stay by visitors at the reception.
  • Receive SCI staff visiting the Abuja office and provide workspaces and relevant supplies as maybe required

Janitorial Supervision:

The role holder will oversee the daily operations of janitorial staff, ensuring that cleanliness and standards are met and maintained.

  • Supervise and coordinate the janitors, assigning tasks and monitor performance.
  • Conduct regular inspections to ensure high cleaning standards and address any issues that may arise.
  • Create and manage schedules, ensure adequate coverage and timely completion of assigned tasks.
  • Provide guidance, training, and support to new and existing Janitors.
  • Raise requisition of supplies needed for cleaning and maintain proper inventory.
  • Ensure adherence to safety protocols, regulations, as contained in SCI policies.

Store Management:

  • Effectively and efficiently assist the Admin Officer in managing stationery items and consumables in the store.
  • Support the receiving and inspecting goods, ensure they are in the right quantity and condition.
  • Assist in receiving stock requisition and in issuing supplies to concern staff.
  • Issue out and support with requested items for training/workshop/meeting based on filled training form.
  • Properly organize the store and track all inventories.
  • Ensure efficient use of storage space and maintain a clean and safe environment.
  • Manage the gift register.

Guest & International staff house management:

  • The role holder will be required to provide a comfortable, convenient, and welcoming experience for staff guests while maintaining efficient operations and adhering to organizational standards.
  • Oversee the daily operations of the guest house.
  • Ensure guest staff have an enjoyable stay, including managing check-ins and outs and address any concern or issue that may arise.
  • Ensure that the guest house is always kept tidy with the required supplies Toiletries, beverages, Consumables etc.
  • Managing and training the cleaning staff on housekeeping, kitchen and laundry service.
  • Managing room inventory and ensuring efficient use of space.
  • Providing assistance and support to staff, handling requests and resolving guest house issues.
  • Oversee the cleaning, laundry, and maintenance of the guest house to maintain high standards.
  • Monitor and ensure that the organizational policies, guest house policies, procedures, and regulations are strictly adhered to.
  • Monitoring and improving guest experience by collecting and acting on guest feedback to improve on service delivery and quality.
  • Ensuring a secure and safe environment for staff guests.
  • Handling administrative duties, such as record-keeping, reports, and correspondence.
  • Identify and coordinate the repairs of the following, plumbing, mechanicals, electricals and carpentry etc. At the guest houses and staff houses.
  • Coordinate processing of utility bills for the guest house and international staff houses.
  • Coordinate the purchase of cooking gas for guest houses and staff houses

Other responsibilities:

The role holder may be assigned with other responsibilities as the need arises which would include but are not limited to the following:

  • Support other functional areas of Admin in-country office and field offices.
  • Assist in data gathering and Analysis.
  • Providing cover when other administrative staff are absent, on leave or as a result of an increased level of Country Office activities.
  • Any other duties assigned by the line manager.

SKILLS & EXPERIENCE:

Administrative & General Skills

  • Level of Education – HND/B.Sc. in social sciences/relevant field of studies.
  • Minimum of one-year relevant work experience.
  • Must have NYSC discharge certificate/exemption certificate.
  • Excellent planning and organisational skills, with proven administrative skills.
  • Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure.
  • Ability to manage time and diary.
  • Ability to manage vendors.
  • Excellent interpersonal and communication skills; written and verbal communication; fluent in English.
  • Understand the local language is a plus.
  • Strong teamwork, with the ability to support colleagues and request support as and when required.
  • Commitment to Save the Children mission, vision and values.
  • Computer literate and knowledge of Word, Excel and Outlook.