Senior Officer, Administration at an Indigenous Non-profit and Non-governmental Organization

We are an indigenous non-profit and non-governmental organization with Head Office in Abuja and field offices in several locations in Nigeria. We are in the business of saving lives, making life more meaningful and productive for all Nigerians and especially for people living with; and affected by HIV.

We need dynamic, highly skilled and passionate persons to work with our highly experienced team in the capacity below:

Job Title: Senior Officer, Administration

Location: Abuja
Job type: Consultancy

Job Summary

• The Senior Officer, Administration will work with the Head, Management Support Services through the Human Resources Manager to provide operational supports towards implementation of effective and functional Administrative processes for the organization
• S/he shall play an active role in the overall organization, management and delivery of office support services by ensuring smooth operation of ongoing administrative functions including the creation of a conducive work environment, health and safety, equipment, assets, building and utility management, information storing and retrieval systems, etc.

Duties and Responsibilities

• Set work plan priorities and oversee the work-flow of the administrative team in liaison with the Head, Management Support Services through the Human Resources Manager.
• Coordination of administrative staff and project timelines to ensure that set deadlines are met.
• Manage the filing and archives system with support from the Admin Associate
• Maintain employee-related databases
• Manage the implementation of internal policies and procedures.
• Actively identify and develop process to streamline the administration of the organization.
• Maintain master calendar for events, meetings and workshops as provided by the project team.
• Ensure proper maintenance of office equipment, assets, vehicle and infrastructure;
• Create and distribute guidelines and FAQ documents about company policies
• Oversee the coordination of meetings and events and provide meeting support to team as necessary.
• Monitor lease agreements across states and ensure proper correspondence with the Legal team before execution of all agreements
• Support the implementation of company safety and health programs.
• Track and posts required data and file reports;
• Manage administrative issues to do with security and safety of residences of internationally and regionally recruited staff and the office
• Oversee the management of office supplies and stationery and ensure replenishment
• Ensure that administrative office procedures and established standards are adhered to and maintained in all aspects of work
• Provide oversight to fleet management including necessary documentation relating to ownership and registration, ensuring that all vehicles are insured and service schedules adhered to
• Record fuel costs of all vehicles according to the established system and ensures proper utilization and that fuel deposits are replenished in good time
• Ensure comprehensive general risk insurance for the office is taken and claims are handled as appropriate by the agencies
• Ensure efficient service provision for in-house meetings by the administrative support staff.
• Monitor energy and usage and develop strategies to minimize energy and water usage
• Provide information to staff regarding office administrative procedures, processes and practices
• Monitor the security issues and supervise the deployment of security officials across states
• Work with the supply chain unit to prequalify vendors as necessary
• Provide oversight to the petty cash management in line with organizations procedure.
• Collaborate with the Legal team to ensure timely filing at the corporate affairs commission documents
• Ensure the proper filing of corporate documents and board minutes
• Perform other related duties as may be assigned.

Qualifications

• B.Sc / B.A Degree in Business Administration, Social Sciences or its recognized equivalent with 5 - 7 years of relevant experience. M.Sc / M.A Degree in Business Administration, Social Sciences. A higher degree or professional qualification in Administration is an advantage
• Minimum of five years professional experience in office administration
• Demonstrated high level organizational, communication and administrative experience.
• Demonstrated experience in data entry, data management for financial records.
• Demonstrated experience in the development and implementation of policies and procedures.
• Good working knowledge in the use of MS Word, Excel, Email and Internet.
• Excellent interpersonal and organizational skills with the ability to organize workflow and coordinate activities and prioritize workload.
• Knowledge of office management techniques with the ability to research and resolve office management and questions
• Ability to handle confidential information with discretion and make reasoned judgments in a timely fashion.
• Committing to a course of action without undue delay or prevarication.
• Good interpersonal skills, including the ability to establish and maintain effective working relationships with others
• Effective written and verbal communication and presentation skills
• Event management skills and corporate representation acumen
• Experience of dealing with difficult and sensitive situations in a diplomatic and professional manner
• Demonstrated success in multicultural environments is required.

Knowledge, Skills and Abilities:

• Ability to work with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.
• Report to supervisor on variances and status on regular basis.
• Work independently with initiative to manage high volume workflow.
• Perform detail-oriented work with a high level of accuracy
• Interact with diplomacy and tact and follow-up on requests in timely and efficient manner.
• Must exhibit high levels of professionalism, integrity and ethical values at all times.
• Ability to maintain confidentiality for sensitive Human Resources issues or projects and use judgment to execute duties and responsibilities.
• Record-keeping, report preparation, filing methods and records management techniques.
• Use a computer to accurately and rapidly enter and retrieve data and information.
• Working knowledge of in-country employment regulations, e.g., Nigerian labor/employee relations statutes and capacity to apply them to CIHP operations.
• Strong knowledge in salary structure and development, benefits and compensation, surveys/benchmarking and job evaluation systems.
• Excellent written, oral and interpersonal communication skills with ability to work as a team member.
• Objectivity and the ability to apply HR rules and regulations in a fair and consistent manner.
• Ability to plan and prioritize own work under tight deadlines, as well as to work on own initiative and as a member of a team.
• Attention to detail with a high degree of accuracy.

Application Closing Date
3rd August, 2022.