The International Institute of Tropical Agriculture (IITA) is a not-for-profit institution that generates agricultural innovations to meet Africa’s most pressing challenges of hunger, malnutrition, poverty, and natural resource degradation. Working with various partners across sub-Saharan Africa, we improve livelihoods, enhance food and nutrition security, increase employment, and preserve natural resource integrity. IITA is a member of CGIAR, a global agriculture research partnership for a food secure future.
We are recruiting suitable Nigeria nationals to fill the position below:
Job Title: Administrative Assistant
Job Ref. No: IITA/P&C/NRS2026-015
Location: Ibadan, Oyo
Contract: 2-year renewable contract
Duties
Administrative and Secretarial Support:
- Provide administrative support to the Unit, including drafting routine correspondence, scheduling meetings, maintaining records, and supporting communication flow.
- Coordinate meetings by scheduling appointments, preparing agendas, taking minutes, and tracking agreed action points to closure.
- Maintain calendars for key unit activities, deadlines, and administrative deliverables.
- Support the preparation, formatting, filing, and retrieval of routine administrative documents.
Unit Administration and Document Management:
- Maintain organized and up-to-date filing systems, both electronic and physical, for administrative, operational, and reference documents.
- Ensure that key administrative records, trackers, and registers are complete, current, and easily retrievable.
- Handle confidential information with discretion and in compliance with institutional policies.
- Support document control for routine laboratory administrative records, including version control, filing, and archiving.
Inventory and Supplies Coordination:
- Maintain accurate inventory records for office supplies, laboratory consumables, and other routinely used unit materials, as assigned.
- Monitor stock levels and support timely replenishment of approved supplies to avoid stock-outs or unnecessary overstocking.
- Maintain simple stock trackers and issue records for routine supplies and consumables.
- Support verification and documentation of received items against requests and delivery records.
Procurement, Finance, and Travel Support:
- Prepare and process administrative requests related to procurement, travel advances, retirements, and other unit support needs in a timely manner.
- Enter and track Oracle system requests and follow up on approvals to support timely completion.
- Maintain trackers for pending requests, approvals, retirements, and other administrative transactions.
- Liaise with relevant support units to ensure completeness of documentation and compliance with institutional procedures.
- Support the organization of travel, workshops, meetings, and related logistics for staff and unit activities.
Laboratory Operations Coordination Support:
- Support routine coordination of laboratory administrative workflows, including tracking requests, schedules, and operational follow-up as assigned by the Supervisor.
- Maintain simple logs and trackers for sample receipt, internal movement, status updates, and related administrative records, where applicable.
- Support coordination of shared laboratory activities by following up on timelines, documentation, and routine operational needs.
- Assist with onboarding and administrative orientation of interns, temporary staff, and other new team members as assigned.
Equipment and Service Record Support:
- Maintain administrative records related to equipment servicing, calibration, maintenance schedules, and service reports, as assigned.
- Track service dates, pending maintenance actions, and documentation for key laboratory equipment.
- Support filing and retrieval of equipment-related documents for operational planning and audit readiness.
Reporting and Other Duties:
- Prepare simple routine summaries and status updates on administrative trackers, inventory status, pending requests, and follow-up actions.
- Flag delays, missing documentation, stock risks, and other routine administrative issues to the Supervisor in a timely manner.
- Perform other administrative and operational support duties assigned by the Supervisor
Qualification
- Bachelor’s Degree in Business Administration, Office Management, Pubic Administration or related courses with a minimum of two (2) years’ experience environment performing a similar role in a well-structured environment preferably in a laboratory, research, technical, or international development
Competencies:
The ideal candidate must:
- Experience maintaining trackers, filing systems, and routine administrative records with a high level of accuracy.
- Experience with ERP systems such as Oracle is an added advantage.
- Prior experience supporting procurement, travel, inventory, or operations-related processes will be an added advantage.
- Ability to manage multiple administrative tasks, maintain orderly systems, and follow through on priorities.
- High level of accuracy in documentation, data entry, filing, and record-keeping.
- Clear written and verbal communication, with the ability to engage professionally with diverse internal and external stakeholders.
- Ability to handle sensitive information with discretion and professionalism.
- Strong ability to track pending items, follow up consistently, and close routine actions on time.
- Ability to identify routine administrative bottlenecks and escalate issues appropriately.
- Ability to work effectively in a multidisciplinary environment.
- Ability to manage competing deadlines and routine operational demands.
- Flexibility to support evolving unit needs and additional assignments.
- Demonstrate proficiency in Microsoft Office Suite, especially Word, Excel, PowerPoint, and Outlook.
Benefits
We offer highly competitive salary with equally attractive benefits and excellent working conditions in a pleasant campus environment.
Application Closing Date
26th May, 2026.
https://www.hotnigerianjobs.com/hotjobs/896110/administrative-assistant-at-international-institut.html