Care International is a global leader within a worldwide movement dedicated to saving lives and ending poverty. We works in 94 countries around the world to support over 1000 poverty-fighting development and humanitarian aid projects.
We are recruiting to fill the position below:
Job Title: Admin Assistant (Secretary)
Location: Nigeria
Job Summary
As part of the CARE administration team, the Admin Assistant position undertakes and completes all administration tasks and requirements, provides support to staff, to programs, and to implement administration team projects.
The position will report to the Admin Officer but will support the CARE management team as well.
Key Responsibilities
Answering telephone, taking the messages, greeting guests, handling inwards and outgoing mail and faxes, making international phone calls and make sure of recording all the mails & faxes in daily record books
Maintain and update all CARE contact list (staff contact, donor and partners)
Keep record of stationary usage for monthly orders (photocopy paper, flipchart paper, stationary for workshops and for the office)
Record all mail and faxes in a daily record book
Update information on staff attendance
Provide back-up support to the program support staff in general office work
Maintain and organize stationary cabinet, replenishing it as needed
Make sure that all forms in the pigeon holes are always available and updated
Archive and maintain library
Type documents and input data as required
Photocopy and bind documents as required
Assist the Administrative Officer in organizing supplies needed for the events (stationary, refreshments, lunch, etc.)
Ensure a clean and efficient working area and ensure a cooperative and supportive working environment
Perform other duties as assigned by supervisor
Qualifications
Bachelor’s degree in Business Administration or equivalent field OR a combination of education and work experience.
Required Skills and Experience:
Experience in handling office administration
Experience in filing and safeguarding important documents
Experience to manage and reconcile petty cash
Ability to learn quickly and by him/herself, good written and oral communication skills
Good interpersonal skills and strong team player
Strong customer service focus and ability to work well with people from varied backgrounds and cultures at all levels in organization.
Job Title: Admin OfficerLocation:
Nigeria
Job Summary The Administrative Officer’s overall responsibility is to ensure the day to day running of the main office administration in an efficient and cost effective manner while keeping in mind legal considerations, CARE’s policies/procedures and donor requirements where necessary.
Ensure effective admin support to CARE Programs.
Reporting to the HR and Admin Manager, s/he is directly in charge of estate, utilities, security, cleaning and supervision of support staff.
The incumbent will provide support and answers to questions related to administration, counsel and advice, and deal with customers with maturity, tact and diplomacy.
S/he will also prepare and manage supplies, contracts/support issues for the main office.
Key Responsibilities
Supervise the maintenance of CARE Nigeria equipment (air conditioners, copiers, fire extinguishers, generators, electric appliances, etc.) through regular service contracts, as appropriate;
Manage and maintain CARE Nigeria Petty Cash i.e. receive payment orders and prepare payment to be approved and disbursed to the staff and suppliers;
Monitor equipment repairs’ and initiate preventive maintenance according to schedule;
Follow-up on specific service/repairs assigned by the Supervisor;
Monitor the equipment maintenance contracts as well as the contracts with the security agency and other relative venders;
Ensure that all lease contracts’ terms are respected and renewed on time;
Advice the HR & Admin Manager on terms and conditions of contracts relating to maintenance of equipment to ensure that payments are made as agreed and on timely manner;
Assist the expatriate staff in finding of adequate housing according to CARE policy and assist in installations/settlement;
Support in the movement of personal effects of expatriate staff;
Participate in the negotiation of premises and other relevant contracts;
Advice the HR & Admin Manager on office space allotment/ availability;
Effectively supervise the Office Assistants and other support staff in the performance of their duties;
Ensure the procurement and regular supply of cleaning items needed for the office are undertaken at all times;
Ensure that the office space, conference room, the compound and garden are neat and well-kept at all times;
Ensure appropriate management & protection of properties and asset of CARE Nigeria;
Ensure effective supply and management of utilities, security service monitoring, delivery and vehicle repairs & maintenance;
Supervise the provision of utilities (electricity, water, internet service, telephone, waste collection) from the respective companies following established procedures;
Maintain an overall chart and individual vehicle and generate files showing maintenance schedules, data of insurance renewals, roadworthiness certificates, ECOWAS brown cards, etc;
Ensure that new vehicles are correctly registered, insured, etc. and initiate the process of renewal of documentation as required and keep a records of annual fleet renewal documentation and process renewals accordingly;
Analyze data on vehicle use and cost, submit a monthly report to the HR & Admin Manager on a monthly, weekly or as and when required for management;
Provide adequate information on fleet with appropriate recommendations for maintenance and renewal of the fleet;
Ensure timely renewal of Care’s certification/permits in the country;
Implement tools and systems for smooth and efficient administrative processes for all care Nigeria offices and international functions hosted in the country;
Supervise maintenance of CARE’s filing system and ensure that all necessary files are well-classified and kept in order.
Performs other related duties as required and assigned.
Qualifications
Minimum of First degree in Administration, Management or Business or equivalent experience or a combination of education and work experience
Required Skills and Experience:
A Minimum of 3 – 4 years progressively responsible experience in administrative work, Staff supervisor, vehicle maintenance, and property management experience.
Previous experience working with an INGO or a Development organization
Excellent Analytical skill, good written and oral communication skills;
Ability to exercise independent judgment and work with minimum supervision;
Ability to multitask and work within deadlines;
Proficient in use of Microsoft applications, including Excel, Word, PowerPoint & Outlook (or similar software);
Good knowledge of Administrative systems and practice, policies and procedures.
Fluency in English is essential and working knowledge of French is required.
Familiarity with donor rules and regulations (EU, USAID, CIDA)
Strong customer service focus and ability to work well with people from varied backgrounds and cultures at all levels in organization.
Strong level of initiative to provide independent follows through on processing issues and concerns.
Excellent planning, organizational and time management skills.
Strong team player and Integrity
Strong problem solving, analytical, operational, and coordinating abilities,
Good interpersonal, oral and written communication and presentation skills.
Deadline: 24th May, 2017.
How to Apply
Interested and qualified candidates should submit their applications and detailed CV’s electronically to: nighr.jobs@gmail.com
And
Click here to apply online
Note
Indicate clearly in the subject line the position you are applying for (in Caps)
Save your CV with your name before attaching it.
Only shortlisted applicants will be contacted
Leave a Reply Cancel reply