Administrative Assistant At Malaria Consortium

Malaria Consortium is one of the world’s leading non-profit organizations specializing in the comprehensive prevention, control, and treatment of malaria and other communicable diseases among vulnerable and underprivileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions.

We are recruiting to fill the position below:

Job Title: Administrative Officer

Location: Abuja

Job Description

• Malaria Consortium is recruiting for an Administrative Assistant to join our team in Abuja, Nigeria.
• The Administrative Assistant in the Country Office will work in collaboration with the Administrative officer and support in ensuring the proper functioning of the office and offer support to the program within the implementation of the various programmes in the country office.
• He / She will provide analytical and specialized administrative support and information management to the project by performing its tasks with the highest level of professionalism, efficiency, aptitude for personal communication, discretion, and independence of mind.
• The Administrative assistant performs a wide range of administrative and general support tasks to the office and to the Operations unit with a high degree of responsibility and confidentiality.
• The post holder will handle office administration and support, communication, and travel support.
• The incumbent works with a spirit of initiative and independence of judgment on various special projects at the same time.
• The incumbent works closely with the Malaria Consortium staff in the office and liaises externally with partner organizations in the form of secretariat support.
• The post holder has contact with representatives of governmental and non-governmental agencies, academic institutions, and local and international organizations.

Communications and correspondence (20%):

• Filter, prioritize, dispatch, and classify mail while bringing important information to the attention of the right person
• Forward information media to the appropriate contacts and follow up on pending mail /email
• Screen and direct telephone calls and visitors to the office by regularly updating the message book
• Support the management of official appointments of the Country Director and other senior employees of Malaria Consortium in Nigeria office
• Filing all project official letter correspondences and managing meeting attendance sheet register
• Develop, manage, and maintain an efficient filing system and ensure ease of retrieval processes
• Set up and ensure an archiving system for key documents.

Office support (30%):

• Provide support on organised internal meetings within the office premises and external meeting venue location as planned by program staff
• Assist the Administrative officer in collecting staff requests for office supplies and preparing documentation for vendor’s payment
• Support the Administrative officer in Managing the stock of the office consumable supplies while supervising the use of printers, copiers, scanners, and binding machines to avoid abusive use
• Photocopy and bind administrative documents as directed by the administrative officer and other members of the operations teams
• Take and write up meetings and other correspondence such as minutes, reports of weekly meetings, announcements, and adverts
• Ensure the Abuja office is maintained, with all regular maintenance, and carry out routine repairs in a timely manner
• Support the Administrative officer in ensuring proper maintenance of the generator and ensure it is serviced based on a preventative servicing schedule and standard, and ensure fuel is managed appropriately with relevant stock management documents and the logbook is completed by the security guards, with logbook data analyzed to ensure the efficient running of the generator
• Support the operations team in collating and organizing all vendor engagement supporting documents and processing same to finance for payment.
• Support the Administrative officer in booking hotel accommodation reservations and hall rentals for programme activities in the Abuja office
•  Ensure that the deliverables of s are based on the description of the terms of reference, and all the supporting documents in accordance with the finance requirement for the purpose of presentation to finance for payment.

Logistics travel support (30%):

• Support the Logistics officer in processing ticketing vendors’ payments rendered to Malaria Consortium staff
• Follow up with staff in communicating travel plans and review all travel documents presented by the travelers
• Follow up with all project staff travelers boarding passes as directed by the logistics officer
• Providing backup support to the logistics officer in making travel arrangements, such as booking flight tickets, organizing car hire services, and communicating travel itineraries to travelers in the country office. As directed by the Logistics officer; verify, tag, and ensure that the case and inventory register are always updated and ready for submission at all times when requested for reporting purposes.

Facilities support (20%):

• Ensure that the kitchen is always clean and equipped with the necessary items such as drinking water, tea, and anything else necessary for the functioning of the kitchen in a manner that will enhance good healthy hygiene for both staff and visitors use
• Ensure that the office always remains impeccable and functional by facilitating the payment of water bills, electricity, telephone, trash, and all other social services necessary for the operation of the office
• With the support of the cleaners, c ensure that all visitors and staff are supported, by ensuring that the offices, common room, and toilets are well maintained and equipped with all necessary cleaning tools in a safe and hygienic manner.

Person specification
Qualifications and experience:
Essential:

• Bachelor’s degree in Secretarial studies, Administration, business or development studies, or other related areas.
• At least 2 years of experience as an administrative assistant or executive assistant in positions of increasing responsibility in a professional office environment or similar sector.

Desirable:

• Ability to work in English, French, and other local language
• Work experience in international organizations/institutions or INGOs.

Work-based skills:
Essential:

• Ability to compose letters and official documents
• In-depth knowledge of Microsoft Office and above-average typing speed
• Excellent oral and written communication skills
• Ability to prioritize workload
• Attention to detail
• Ability to maintain confidentiality

Desirable:

• Good knowledge of local law

Application Closing Date
25th August, 2024 (23:59 BST).

How to Apply
Interested and qualified candidates should:
CLICK HERE TO APPLY