Rossland Screening Solutions - Our client, is currently seeking applications from suitably qualified candidates to fill the position below:
Job Title: Administrative Assistant
Location: Abuja
Job Description
- Candidates are advised to carefully read the below requirements before applying.
Overall Role
- The main duty of Administrative Assistant is to ensure the smooth and efficient running of an office, by undertaking a range of logistic, administrative, organizational and IT-related activities.
- The Administrative Assistant works with the administration team and shall utilize office service personnel (guards, cleaners, housekeepers) in completion of duties.
- The Administrative Assistant reports to the Administrator.
- The Administrative Assistant is evaluated by the Administrator
Main Duties and Responsibilities
Logistic Management:
Procurement:
- Create and regularly update a network of local suppliers of goods and services for logistic demands.
- Update quotation catalogue from major suppliers regularly and at least every six months.
- Ensure general office consumables (stationary, maintenance and reception) are attained.
- Process mission need requests (except for payment) in accordance with mission procurement procedures.
- Be the only contact between the demander and supplier and ensure purchase is carried out under open, transparent competition, and free from conflict of interest.
- Communicate with concerned people for delivery, quality check and other clearance steps (liquidation, handover…).
- Collect and file all relevant documents in accordance with auditing demands in a complete manner.
- Reports any irregularities to the next-in-line supervisor.
Logistics:
- Arrange domestic travel and transportation (accommodation, flights…) in accordance with mission travel policy.
- Arrange logistics for expatriate and family international flights (meetings, arrival or departure) in joint effort with HQ logistic department when necessary.
- Follow-ups visa or resident cards for expatriate.
Inventory, Equipment and Vehicle Management:
- Ensure the general office consumables are used in an efficient manner.
- Ensure the safe storage and proper use of all mission equipment’s.
- Monitor the flow of mission equipment’s, carries out check-in & -out, handover, donation procedures when required.
- Follow damage reports, arranges repair or disposal, and organizes routine maintenance.
- Update newly purchased item to inventory follow-up and procurement file.
- Update monthly HQ equipment statement.
- Follow-up routine maintenance for mission vehicles and equipment’s.
- Handle procedures related to licensing.
- Monitor the IT conditions in the office and liaisons with consultant or maintenance service workers to resolve any technical problems.
Clerical Duties:
- Receive, direct and facilitate office visitors.
- Receive and transfer phone calls, post and distribute faxes, mails.
- Record and distribute staff weekly meeting agenda and minutes.
- Manages office petty cash and prepare small cash payments under the instruction of administrator.
Required Skills:
- Problem-solving oriented.
- Ethical, responsible, enthusiastic.
- Strong negotiation skills.
- Strong organization skills.
- Ability to lead good interpersonal interactions with different people.
- Computer literate, particularly with Excel.
Application Closing Date
6th September, 2018.
How to Apply
Interested and qualified candidates should forward their CV's and relevant accomplishments to:
jobs@rosslandgroup.com with this job title as the subject matter.