Administrative Assistant at the Management Sciences for Health (MSH)

The Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health.

We are recruiting to fill the position below:

Job Title: Administrative Assistant

Requisition No: R3085
Location: Abuja
Job Type: Full time

Overall Responsibilities

• The Administrative Assistant supports and reports to the MSH Nigeria Country Representative.
• The Administrative Assistant will provide day-to-day support to the Country Representative, such as scheduling, communications and correspondence, and coordination with the driver and other MSH support staff.
• S/he will oversee general administration services such as printing, copying, filing, and scanning documentation for the Country Representative.
• S/he will provide information and logistic support for the Country Representative’s travel.
• The Administrative Assistant will assist in the scheduling, invitations, preparation, procurement, and logistic needs for meetings, conferences, or other events.
• The Administrative Assistant may also be responsible for developing and managing activity and event budgets.
• The Administrative Assistant may be required to take notes during meetings and to follow up on action items from meetings.
• The Administrative Assistant will provide support to the Country Representative in the coordination and visibility of MSH in Nigeria.
• S/he will plan logistics for high level MSH visitors to Nigeria, coordinating closely with colleagues across different MSH teams and projects in Nigeria.
• This position must be aware of and adhere to the MSH Procurement Integrity policy and will assist in safeguarding the assets (financial and physical) of MSH and ultimately donors against fraud, loss, or misuse.

Major Activities/ Responsibilities

• Manage the calendar of the Country Representative, keeping all appointments updated in Outlook, scheduling internal and external meetings, planning for travel time, etc.
• Correspond internally and externally on behalf of the Country Representative to schedule meetings, request information, or make arrangements.
• Serve as a primary point of contact for the Country Representative: answer telephone calls, respond to queries, and reply to related emails.
• Prepare and format documents, develop presentations and reports.
• Maintain organized notes and files.
• Provide logistics support in booking travel for the Country Representative or international visiting staff, including coordinating accommodations, transport, meeting scheduling, etc. Prepare travel briefs.
• Assist in preparations for meetings (scheduling, invitations, office supplies, office equipment and technology, booking venue or conference room, agenda and meeting/event materials, attendance sheets, refreshments, etc.).
• Provide briefing materials and talking points to the Country Representative in advance of each meeting.
• Prepare MSH documentation and materials, business cards, etc. for the Country Representative to share with stakeholders during meetings.
• Attend events with the Country Representative to manage meeting logistics (attendance sheets, technology, materials, etc.) and to take meeting minutes.
• Create activity budgets with cost estimates.
• Manage funds for activities, including payment per diems, reimbursements and other expenses, and account for advances by maintaining accurate receipts and documents required for proper reconciliation.
• Support review of fuel reconciliations for vehicles.
• Follow up with the accounting team to ensure activity funds are disbursed in a timely and appropriate manner.
• Plan for procurements as needed, draft and submit requisitions

Qualifications
Required:

• Bachelor's Degree in Business Administration or professional Technical Education in Administration or related fields.

Required:

• 2 - 4 years of relevant work experience in business administration, logistics, and procurement.

Preferred:

• Relevant work experience or academic background in global public health, international development, human rights, or related fields.
• Experience with the Nigerian government and public health sector
• Experience with international governmental and non-governmental organizations
• Excellent computer skills with proficiency in Microsoft Office Suite.
• Excellent writing and communication skills especially with scanning, summarizing, and organizing information, as well as crafting clear and concise correspondence with important stakeholders.
• Proactive, logical, and flexible approach to managing activities and solving problems, especially when working under pressure.
• Demonstrate prioritization, organization, time-management, and problem-solving skills, and multi-tasking ability.
• Tact, professionalism, and ability to collaborate effectively with colleagues from a broad range of non-governmental, governmental, and international organizations.
• Basic procurement knowledge/skills.
• Ability to communicate and express him/herself clearly and concisely in English, both orally and in writing.
• Ability to work in a team-oriented environment while maintaining an individual workload.
• Ability to work independently, take initiative, and meet deadlines with attention to detail and quality.
• Active communicator in the face of shifting priorities, unexpected events, and routine activities.
• Reflective and able to monitor/assess performance to make improvements or take corrective action.

Application Closing Date
Not Specified.