• Application Deadline: Wed, 11 Sep 2024 00:00:00 GMT
• Position: Administration Assistant


• Job Type Full Time


• Qualification BA/BSc/HND


• Experience 1 year


• Location Abuja


• Job Field Administration / Secretarial 
  

KEY AREAS OF ACCOUNTABILITY:

General Administration: 

• Monitor usage of all office equipment & supplies, by ensuring that they are in good working condition. Promptly report any malfunctions/repairs needed/changes to be made as they arise. 


• Maintain general office equipment tracker.


• Event planning and coordination – support program staff during workshops and events (local, internal and external – e.g., booking venue/room, setting up conference calls etc. and ensuring action points are shared in good time.


• Ensure that meeting rooms for receiving guest and staff are kept clean and usage managed. 


• Carry out the filing of relevant documents.


• Supervises cleaners to ensure office premises/guest houses and environs are clean and always maintained. 


• Ensure required cleaning items and toiletries are always available.


• Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required. 


• Ensure the Country Office is well equipped, has sufficient levels of supplies (consumables, stationery & equipment etc).


• Support in processing rent renewals and tenancy agreements.


• Keeping an update to date record of all GPEs (general program equipment’s) in the Country office, guest houses and international staff house. 


• Identify and coordinate the repairs of the following, plumbing, mechanicals, electricals and carpentry etc. At the Country Office, staff houses and guest house.


• Perform other duties and responsibilities as assigned by Line Manager


• Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines.

Front Desk Management: 

• Ensure that the front desk/reception is always kept tidy and presentable with all necessary materials (Pen, paper, visitors form etc.)


• Properly greet visitors/clients and always make them feel welcome.


• Handle incoming and outgoing letters and correspondences. 


• Take minutes of the bi-weekly All staff meeting as directed by Line Manager. Prepare meeting agendas, track actions and key notes. 

Book meeting rooms:

• Prepare the monthly report for the admin unit. 


• Follow-up with team members to ensure that external guests are promptly attended to. In other to avoid prolonged stay by visitors at the reception. 


• Receive SCI staff visiting the Abuja office and provide workspaces and relevant supplies as maybe required

Janitorial Supervision:

The role holder will oversee the daily operations of janitorial staff, ensuring that cleanliness and standards are met and maintained.

• Supervise and coordinate the janitors, assigning tasks and monitor performance.


• Conduct regular inspections to ensure high cleaning standards and address any issues that may arise. 


• Create and manage schedules, ensure adequate coverage and timely completion of assigned tasks. 


• Provide guidance, training, and support to new and existing Janitors.


• Raise requisition of supplies needed for cleaning and maintain proper inventory.


• Ensure adherence to safety protocols, regulations, as contained in SCI policies. 

Store Management: 

• Effectively and efficiently assist the Admin Officer in managing stationery items and consumables in the store. 


• Support the receiving and inspecting goods, ensure they are in the right quantity and condition.


• Assist in receiving stock requisition and in issuing supplies to concern staff.


• Issue out and support with requested items for training/workshop/meeting based on filled training form.


• Properly organize the store and track all inventories.


• Ensure efficient use of storage space and maintain a clean and safe environment.


• Manage the gift register.

Guest & International staff house management: 

• The role holder will be required to provide a comfortable, convenient, and welcoming experience for staff guests while maintaining efficient operations and adhering to organizational standards.


• Oversee the daily operations of the guest house.


• Ensure guest (staff) have an enjoyable stay, including managing check-ins and outs and address any concern or issue that may arise.


• Ensure that the guest house is always kept tidy with the required supplies (Toiletries, beverages, Consumables etc.)


• Managing and training the cleaning staff on housekeeping, kitchen and laundry service.


• Managing room inventory and ensuring efficient use of space.


• Providing assistance and support to staff, handling requests and resolving guest house issues.


• Oversee the cleaning, laundry, and maintenance of the guest house to maintain high standards.


• Monitor and ensure that the organizational policies, guest house policies, procedures, and regulations are strictly adhered to. 


• Monitoring and improving guest experience by collecting and acting on guest feedback to improve on service delivery and quality.


• Ensuring a secure and safe environment for staff guests.


• Handling administrative duties, such as record-keeping, reports, and correspondence.


• Identify and coordinate the repairs of the following, plumbing, mechanicals, electricals and carpentry etc. At the guest houses and staff houses.


• Coordinate processing of utility bills for the guest house and international staff houses.


• Coordinate the purchase of cooking gas for guest houses and staff houses

Other responsibilities:

The role holder may be assigned with other responsibilities as the need arises which would include but are not limited to the following:

• Support other functional areas of Admin in-country office and field offices.


• Assist in data gathering and Analysis.


• Providing cover when other administrative staff are absent, on leave or as a result of an increased level of Country Office activities.


• Any other duties assigned by the line manager.

SKILLS & EXPERIENCE:

Administrative & General Skills

• Level of Education – HND/B.Sc. in social sciences/relevant field of studies.


• Minimum of one-year relevant work experience.


• Must have NYSC discharge certificate/exemption certificate.


• Excellent planning and organisational skills, with proven administrative skills.


• Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure.


• Ability to manage time and diary.


• Ability to manage vendors.


• Excellent interpersonal and communication skills; written and verbal communication; fluent in English.


• Understand the local language is a plus.


• Strong teamwork, with the ability to support colleagues and request support as and when required.


• Commitment to Save the Children mission, vision and values.


• Computer literate and knowledge of Word, Excel and Outlook.