Administrative Officer at the Institute of Human Virology Nigeria (IHVN)

The Institute of Human Virology Nigeria (IHVN) is a leading and reputable non-governmental organization addressing infectious and non-infectious diseases such as HIV, tuberculosis (TB) and cancer through the provision of prevention, diagnosis, treatment, capacity building, research, and care and support services.

To further uphold our commitment to providing excellent services in the sector, we are recruiting to fill the position below:

Job Title: Administrative Officer

Location: Kano
Employment Type: Full-time
Scheduled Work Time: Monday - Friday (Flexibility, willing to travel and work weekends)
Reports To: Senior Project Support Officer, Senior Admin Officer
Operational Contacts: HIV Lead, Program Management Team, Project Director

Position Overview

• Under the supervision of the Senior Project Support Staff and Senior Admin Officer, the Admin Officer will oversee the administrative units’ day-to-day operations and implement general administrative and resource management tasks as delegated by the supervisor.

They also perform the following roles:

• Provide a range of administrative and support services to meet the operational needs of the organization
• Respond to and resolve complex enquiries and issues to ensure accurate information and timely and effective resolution.
• Coordinate and manage records and databases, complying with administrative systems, processes and policies to ensure that all information is accurate, stored correctly and accessible.
• Develop, implement and monitor office systems, procedures and methods, adapting processes and as required to facilitate efficient team/unit operations in line with organization standards, policies and procedures.
• Gather and collate information for and prepare documentation and reports for the unit.
• Ensure the provision of resources (human, material and services) necessary to support the day-to-day activities of the staff in the Office.
• Manage the day-to-day personnel and administrative operations of the Office.
• Ensure that the working environment is healthy,  respectful, and free from hazards or security risks.
• Any other roles assigned by the Admin Manager

Responsibilities

• The officer’s roles include managing schedules and budgets, gathering and analyzing data, supervising and coordinating activities, addressing concerns and issues, resolving them efficiently and promptly to prevent adverse effects on the operations of the company, achieving successful audits for external and internal examinations, and encouraging staff to achieve goals while following the company’s regulations and policies.

Education and Experience

• B.Sc. in any Social Science Course.
• Master/Certification in Office Management is an added advantage.
• Five-Eight years post NYSC work experience.

Required competencies:
Core requirements:

• Demonstrates a thorough understanding of the practices or concepts associated with the field of work and applies appropriately depending on the assignment or issue
• Seeks out and effectively utilizes available resources when completing work assignments.
• Works within available guidelines or approaches but knows how to adjust or adapt methods depending on the result required.
• Keeps abreast of current developments and demonstrates an awareness of new practices and approaches by utilizing this knowledge in related work activities.
• Ability to convey information verbally and in writing to foster, encourage and facilitate open communication.
• Speaks to internal and external clients and colleagues in a respectful manner.
• Develops written communications and uses them appropriately.
• Expresses information clearly in one-on-one conversations and groups and accurately interprets information.
• Fosters, encourages and facilitates open communication and creates an atmosphere of honest expression.

Application Closing Date
14th December, 2023.