Administrative Associate 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 across 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. It is an organization built on strong core values, we believe strongly in commitment, innovation, inspiring leadership, and partnerships.

We are recruiting innovative, creative, and self-motivated talents with outstanding skills and proven track records to fill the position below:

Job Title: Administrative Associate

Job code: MSS005
Locations: Lagos
Grant Duration: Subject to availability of funds and exceptional grant performance

Description

• The ideal candidate should be a reliable individual who is committed, audacious, accountable, and passionate with strong core values to work with our highly experienced team at our Head and state offices as an Administrative Associate
• A reliable executor who is flexible and can hit the ground running in aiding the organization achieve its goals as it aligns with saving lives, making life more meaningful and productive for all Nigerians and especially for the most vulnerable.

Job Purpose

• The position provides administrative support to the department and contributes to the smooth operation of the office, assisting with the maintenance and sustenance of a professional office environment.
• Duties include general clerical, receptionist and project-based work.
• The incumbent projects a professional company image through in-person and phone interaction.

Essential Duties and Responsibilities

• Coordinate all procurement and logistics activities including possible management of vehicles and drivers.
• Carry out assets verification and updating of inventory register
• Ensure proper use and maintenance of physical assets and office, including vehicles, equipment, furniture, and office building.
• Arrange for repairs as necessary.
• Coordinate and maintain records for staff office space, phones, parking, company cards and office keys.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Ensure security of office, staff, and physical assets belonging to the organization
• Making travel arrangements for conferences, scheduling maintenance, executing mass mailings, coordinating conference call participation, and handling RSVPs for events.
• Oversee the maintenance, repair, and replacement of office equipment and furniture.
• Support technical staff in assigned project-based work.
• Support HR to provide office orientation for new employees.
• Scheduling and managing meetings, conferences, workshops, and special events.
• Maintaining confidentiality with sensitive information and correspondence.
• Liaise with management and staff regarding administrative matters.
• Keep track of account balances and managing petty cash.
• Approve expenditure and issuing payments to vendors and suppliers.
• Verify timesheets and processing payroll.

Qualifications and Experience

• An Associate or Bachelor's Degree in Business Administration, or similar.
• 3 years of experience in a similar administrative role especially in an international NGO.
• Advanced proficiency in word processing and spreadsheet software.
• Extensive experience in managing payments, budgets, and expenditures.
• Exceptional ability to manage office operations and oversee junior staff.
• Advanced ability to plan, schedule, and execute office-related events.
• In-depth knowledge of administrative recordkeeping practices.
• Experience in handling confidential and sensitive information.
• Excellent written and verbal communication skills.
• Team worker. The ability work as part of a team.
• Fluency in speaking, reading, and writing English
• Strong organizational and prioritization skills.

Application Closing Date
19th August, 2024.