Administration Assistant at Save the Children Nigeria

 

 

 

Save the Children is the leading independent organization for children in need, with programs in over 120 countries. We save children’s lives. We fight for their rights. We help them fulfil their potential. Save the Children is working in Nigeria because one in five children in Nigeria dies before their fifth birthday. About 40% of children miss out on school and have to work to survive while nearly 2 million children have lost one or both parents to an AIDS-related disease.

 

We are recruiting to fill the position below:

 

Job Title: Administration Assistant

 

Job ID: 2100054J

Location: Maiduguri, Borno

Employee Status:  Permanent

Reports to: Administration Officer

Staff directly reporting to this post: Office Assistants

 

Child Safeguarding

 

Level 3- The responsibilities of the post may require the post holder to have regular contact with children or young people.

 

Role Purpose

 

To provide professional general administration support to the humanitarian team under the leadership of the Administration Officer.  The job holder will also from time to time be delegated other support duties.

 

Key Areas of Accountability

General Administration:

 

Event planning and coordination – support program staff during workshops and events (local, internal and external – e.g. meetings with other teams, partners training and staff training)Coordinate office equipment/supplies by ensuring that all the equipment in the office are working and reporting any malfunctions/repairs/changes to be made.Maintain general office equipment tracker: regularly evaluate equipment.Disseminate formal communications to staff as directed by Line ManagerTake minutes of the weekly staff meeting as directed by the Line Manager.Prepare meeting agendas, minute taking, tracking actions and key dates and organising events, meetings/workshop logistics e.g. booking venue/room, setting up conference calls e.t.c and ensuring action points are shared in good timeProvide support to the Humanitarian Team Leader including diary and inbox management, arranging meetings, dealing with enquiries as requestedCarry out the filing of relevant materials and documentsSupervises Office Assistants to ensure office premises/guesthouses and environs are cleanEnsure required cleaning items and toiletries are always availableAssist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as requiredProcess monthly communication allowance recharge for all staffPerform other duties and responsibilities as assigned by Line ManagerEnsure compliance with Save the Children Quality Standards, Global policies and Guidelines.

 

Store Management:

 

Assist in managing stationery items and consumable stores effectively and efficientlyReceive requisition and provides supplies to concerned staffIssue out and support with requested items for training/workshop/meeting for the Program based on filled training formManage the gift register.

 

Travel Arrangement:

 

Coordinate all support requests from programme team members/visiting staff for local flight and hotel booking.Liaise with the required hotel facilities to find the best options available and ensure value for moneyAssist in local flight booking arrangements for the teamProcess payment of travel agencies invoices.

 

Other Responsibilities:

The post holder may carry out other duties in addition to, or instead of those outlined above which may reasonably be required from time to time, in order to assist the HR & Admin department by providing cover when any of the colleagues are on leave or because of an increased level of Field Office activities.

 

Manages the Admin Department’s Petty cashEnsure that the minimum standards of humanitarian relief are maintained in accordance with the Sphere Charter and Red Cross Code of Conduct.

 

Working Contacts:

 

Internal: Regular liaison with various teams in the CO and other state officesExternal: Contact with visitors, hotels, airlines/travel agents etc

 

Competencies and Behaviours

Delivering Results (Skilled):

 

Delivers timely and appropriate results using available resourcesTakes responsibility for their work and its impact on othersPlans, prioritises and performs tasks well without needing direct supervisionUnderstands the link between their work and the organisation’s objectives.

 

Innovating and Adapting (Skilled):

 

Suggests creative improvements and better ways of workingSeeks out and applies successful ideas from others to overcome challengesShifts tasks, roles and priorities to perform effectively under changing or unclear conditionsApplies lessons learned to enhance future ways of working

 

Applying Technical & Professional Expertise (Skilled):

 

Delivers work that reflects a good knowledge and application of technical and professional standardsKeeps up to date with trends in their work areaMaintains ethical and professional behaviour in accordance with relevant codes of conducts

 

Working Effectively With Others (Skilled):

 

Actively listens to new and different perspectives and experiences of those they work withProactively supports team members and trusts their capabilitiesDemonstrates understanding of their skills and how they complement those of others within diverse teams and groupsClarifies their role and responsibilities within the team to maximise impact

 

Communicating With Impact (Skilled):

 

Actively listens and seeks to understand before being understoodEnsures communications are concise and well-structuredShares appropriate relevant and timely information with othersPrepares effectively for meetings

 

Skills & Experience

Administrative & General Skills:

 

Level of Education – HND / B.Sc. in social sciences/relevant field of studiesMinimum – a year relevant work experienceMust have NYSC discharge certificate / exemption certificateExcellent planning and organisational skills, with proven administrative skillsAbility to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressureAbility to manage time and diaryExcellent interpersonal and communication skills; written and verbal communication; fluent in EnglishUnderstand the local languageStrong teamwork skills with the ability to both support colleagues and request support as and when requiredCommitment to Save the Children mission, vision and valuesExperience of working in challenging, insecure areas and willingness to work and live in a rural environment.Computer literate and knowledge of Word, Excel.

 

Application Closing Date

22nd July, 2021.

 

How to Apply

Interested and qualified candidates should:

Click here to apply online

 

Note

 

Applicants are advised that Save the Children International does not require any payment or expense during the entire recruitment process. Any request in this direction should be immediately reported as it is contrary to the values and practices of our organization.Due to the volume of applications received, Save the Children may not provide feedback to all applicants. Only shortlisted candidates will be contacted.Qualified candidates are encouraged to apply as soon as possible, as applications will be reviewed as received. Save the Children reserves the right to change the closing date, if considered necessary.

 

 

 

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