Administrative Assistant at Plan International

Plan International is an independent development and humanitarian non-profit organisation that advances children’s rights and equality for girls. We support children’s rights from birth until they reach adulthood, and enable children to prepare for - and respond to - crises and adversity. We believe in the power and potential of every child, but know this is often suppressed by poverty, violence, exclusion and discrimination.

We are recruiting to fill the position below:

Job Title: Administrative Assistant

Location: Abuja

Role Purpose

• This role will support Plan International Nigeria Country Program to ensure Admin, Logistics and Procurement activities are in line with organisational and project objectives and donors’ expectations and guidelines.
• The Admin and Logistics Assistant will ensure effective Administrative, Logistics and Procurement support and implementation of Plan Nigeria to enable on-time delivery at value for money of all procurement for which Plan International is responsible.

Dimensions of the Role

• The Admin and Logistics Assistant is responsible for supporting the existing operations team with Administrative and logistics planning and implementation of Plan Nigeria’s country program.
• Whilst the responsibilities below cover the main aspects of the role, this may change due to the evolving situation and it is not limited to all listed below.

Accountabilities

• Drafting of contracts for review.
• Updating the contract tracker to ensure timely renewals and termination of contracts.
• Prepare and file documents for signature/ action, as necessary to ensure proper filing are in place.
• Support the process of setting up LTAs with vendors.
• Support with visa processes such as drafting of invitation letters, following up with the Visa consultant and receiving all requisite PRs.
• Ensuring proper placement of documents on the SHARED folder.
• Sending out RFQ/RFQ to prequalified vendors.
• Support the planning and organization of meetings and workshops.
• Prepares, maintains and records all SAP purchase requisitions.
• Assist with necessary repairs and improvements as necessary.
• Oversee the proper capturing of all assets.
• Ensures compliance of all Plan international procurement and logistics regulations.
• Provide day to day support to staff in general in general office operations and identify future needs.
• Effective management of office operations.
• Support annual lease renewals.
• Perform any other duties as may be assigned.

Education, Knowledge and Experience
Essential:

• University Degree in Business, Management or any related field.
• Minimum of 2 years work experience in Administration, Supply chain and Logistics.

Required Competencies:

• Good interpersonal skills and team player.
• Highly motivated and flexible.
• Capable of creating clear goals that are consistent with the organization’s objectives.
• Adjust priorities as required; allocates appropriate amount of time and resources to assigned tasks.
• Ability To provide and receive virtual support for efficient administration.
• Ability to take and receive feedback.

Desirable:

• People Skills: Ability to work independently and as a team player who demonstrates leadership
• Communication Skills: Well developed written and oral communication skills.
• Able to communicate clearly and sensitively with vendors as a representative of Plan international.  This includes effective negotiation and representation skills.
• Integrity: Works with trustworthiness and integrity and has a clear commitment to Plan international’s core values and humanitarian principles.
• Working knowledge of SAP ERP
• Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Have experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner.
• Able to be planned and organized even within a fluid working environment and has a capacity for initiative and decision making with competent analytical and problem-solving skills.
• Ability to build and maintain strong working internal and external relationships, and represent Plan in a professional and competent manner.
• Demonstrable understanding of, and commitment to, equal opportunities, gender and diversity.
• Fluency in English written and spoken.
• Minimum of 2 years work experience in INGO

Application Closing Date
28th April, 2023.