Administrative Assistant Job at International Institute of Tropical Agriculture

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 to fill the position below:

Job Position: Administrative Assistant

Job Identification: IITA/P&C/NRS2024-014
Job Location: Ibadan, Oyo
Job Schedule: Contract
Duration: 3-year renewable contract  

Duties

• Act as receptionist to visitors in the Unit.
• Receive customer's complaints, forward to the concerned Unit Supervisor and follow up until it is resolved.
• Assist in managing and assigning inquiries to the buyer and provide inquiry reports to the Procurement Manager.
• Assist in organizing conferences, workshops, training courses, and other related activities.
• Assist the supply chain support in the day-to-day administrative processes and functions.
• Assist in handling logistical arrangements for meetings, workshops, official travels, and accommodation (flight and hotel booking, travel authorization requests, travel advances, and retirement of claims as needed).
• Expedite, track and provide Purchase Orders update as may be necessary.
• Ensure the use of Oracle/excel/word for creating and updating records.
• Ensure that records are adequately stored either on cloud or hard files.
• Keep track of purchases of all orders to ensure prompt delivery of goods.
• Assist in raising internal, purchase requisitions and assist in following up with the Finance Office on the processing of invoices and payments.
• Assist in managing the Unit inventories, raise work orders, and follow up till the execution stage.
• Assist in coordinating, recording, documenting minutes of meetings and prepare monthly reports.
• Perform any other job-related duties as may be assigned by the Supervisor.

Requirements

• OND/NCE in Business Administration, Public Administration, or related field with a minimum of three (3) years of experience performing a similar role in a well-structured environment.

Competencies:
The ideal candidate must:

• Have excellent writing and oral communication skills in English.
• Be proficient in MS Office (Word, Excel, PowerPoint, Outlook) with demonstrated experience.
• Proficient in the use of Oracle Applications is mandatory.
• Be well organized, able to multitask, and work under pressure to meet deadlines with keen attention to details.
• Have a positive attitude, strong team spirit, and the ability to work well in a diverse team.

Benefits
We offer highly competitive salary with equally attractive benefits and excellent working conditions in a pleasant campus environment.