Office and Facility Assistant at the Policy Innovation Centre (PIC)

The Policy Innovation Centre (PIC) is the first national institutionalised behavioural initiative in Africa supporting government and stakeholders to make behaviourally informed decisions and generate evidence for impact driven interventions in critical thematic areas (Governance, Health, Gender & Social Inclusion, Education, Digital & Financial Inclusion). The PIC is positioned to support the delivery of better policies and innovative solutions for high impact interventions across Africa. The PIC is an initiative of the Nigeria Economic Summit Group (NESG), a leading think tank in Africa redefining evidence based policy advocacy.

We are recruiting to fill the position below:

Job Title: Office and Facility Assistant

Location: Abuja (FCT)

Overview

• The Policy Innovation Centre (PIC) is seeking to employ an Office and Facility Assistant oversee reception services, manage office supplies, and maintain a clean, organised work environment.
• This role will also support procurement processes, ensuring the timely acquisition and verification of goods and services, while assisting with logistics for staff, meetings, and travel arrangements.
• The ideal candidate will have strong organisational skills and administrative experience to help maintain smooth office operations.

Job Responsibilities

• Manage the Front Desk and Reception Services
• Greet visitors in a courteous manner.
• Open, date-stamp, register, and distribute all general correspondence.
• Send and receive emails.
• Manage all dispatch duties, including signing off on FedEx/Airborne packages.
• Handle general clerical duties such as photocopying, mailing, and filing.
• Respond to routine correspondence and requests for information.
• Supervise contract janitors to ensure the office environment is clean and conducive for operations.
• Monitor and maintain office supply inventory.
• Operate office equipment and support staff with photocopying and binding of documents as needed.

Support Procurement Activities

• Assist in the procurement of goods and services in line with PIC and donor procurement rules and regulations.
• Verify the quality of goods and services based on outlined specifications.
• Receive goods and services from vendors and other service providers.
• Verify and process vendor invoices for payment.
• Maintain and update the inventory register.
• Support inventory verification processes.

Support Logistics for Staff and Office Operations

• Assist in coordinating travel logistics for staff, partners, and guests of PIC.
• Provide logistics support for workshops, trainings, and meetings.
• Help coordinate travel protocols for special guests of PIC.
• Ensure professional use of office equipment.
• Maintain a clean, orderly, and hygienic office environment.

Qualifications / Job Requirements

• Minimum OND or its equivalent in Administration
• Good oral and written English skills
• Minimum of 1 year of work experience
• Previous administrative experience in an office setting
• Strong computer and internet skills, including proficiency in Microsoft Word, Excel, and other commonly used software (e.g., Access Database skills are a plus)
• Strong organisational, analytical, and negotiation skills, with attention to detail and record-keeping abilities
• Display maturity, discretion, enthusiasm, and a positive attitude
• Ability to work independently, establish priorities, and manage workload.

Benefits

• Competitive salary and benefits package.
• Professional development opportunities.
• A supportive and collaborative working environment.

Application Closing Date
21st October, 2024.