Administrative Officer at ActionAid (AA) Nigeria

ActionAid (AA) Nigeria is an affiliate of ActionAid International, which is a global alliance of organisations working towards achieving a world without poverty and injustice in which every person enjoys the right to a life with dignity. As a large and visible development organisation, we work in more than 40 countries in Africa, Asia, Europe and America. Our expertise lies in community-led approaches to development and working through partnerships with the poor and other grass root organisations.

We are recruiting to fill the position below:

Job Title: Administrative Officer

Location: Abuja
Responsible To: Director, Organisational Effectiveness
Grade: 6
Line Management: Administrative Assistant (Volunteer) & Cleaners

Overall Purpose

• The Administrative Officer who reports to the Director, Organizational Effectiveness will be responsible for providing front office, stores, administrative and secretarial support to the organisation.
• S/he will be responsible for receiving visitors, giving sound response to inquiries, managing mails, answering and screening telephone calls.
• S/he is to ensure the implementation of AAN policies and procedures in collaboration with the other members of the HROE team and the entire organisation.
• S/he will also manage physical and electronic reference documents for AAN by maintaining documentation, filing systems and contact data base.

Specific Responsibilities

• Maintain a welcome and professional environment and handle/direct all visitors and enquiries appropriately.
• Ensure the report and attendance of General Staff meeting are collated and properly documented.
• Work with colleagues to establish & maintain relationship with suitable hotels across the country and manage all organizational hotel reservations.
• Provide logistics for staff retreats and programme meetings; and ensure adequate communications for the events
• Manage AAN store ensuring adequacy of materials required for day to day running of the office/programmes and proper documentation of all expenses involved.
• Support organisational procurement processes
• Manage and maintain a First Aid box in accordance with AAN’s Health and Safety policy.
• Contribute to the development, implementation and interpretation of the Administrative policy
• Ensure a hygienic and clean office environment
• Supervise the office security guards and cleaners
• Ensure welcome pack and other documents relating to travels and logistics are updated and shared
• Provide support on recruitment processes within HROE unit.
• All other responsibilities assigned by Line Manager.

Key Working Relationships

• Internal: Entire AAN staff
• External: Service providers, Partners and other stakeholders.

Requirements
Essential:

• First Degree in Social Sciences or Arts / Humanities.

Desirable:

• Membership of relevant professional institute.

Experience:
Essential:

• Minimum of three years’ work experience in Front Desk management and Office administration or a related function.
• Experience in store management.
• Experience supporting procurement.
• IT literate with excellent knowledge of Excel & word (MS Office in general).

Desirable:

• Experience in working with international development of NGO agencies.

Skills and Abilities:

• Fluency in spoken and written English language
• Highly numerate
• Excellent planning and prioritisation skills
• Excellent (proven) interpersonal, oral and written communication skills
• Multi-tasking skills
• Negotiation skills
• Experience of designing and co-ordinating training/meetings
• Strong analytical/problem solving skills.

Personal Qualities:

• Creative and takes initiative.
• Able to work effectively in a diverse team environment
• Good motivator of others
• Willing to work additional hours at crucial times.
• Team player.
• Self-motivated person able to work with minimum supervision
• Effectively promote AAN’s mission values, and objectives.

Application Closing Date
4th April, 2022.