Administrative Assistant Job at Mercy Corps
Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action - helping people triumph over adversity and build stronger communities from within. Now, and for the future.
We are recruiting to fill the position below:
Job Position: Administrative Assistant
Job Location: Abuja (FCT)
Employment Type: Full-time, Regular
Job Summary
- Mercy Corps has been present in Nigeria since 2012, focusing its interventions on women’s empowerment, economic development and conflict mitigation.
- With the insurgency spilling over from the northeast of Nigeria and causing displacement of thousands of individuals, Mercy Corps interventions in Nigeria are implemented in a conflict and gender sensitive manner.
- Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management and facilities & office management for successful program implementation.
- The Admin Assistant will assist front desk support functions for the Mercy Corps Abuja office.
- This will include answering telephone, greeting visitors and reception, coordinate incoming & outgoing deliveries, and some time assist Administrative Officer on coordination of international and domestic flights and hotel accommodations.
Responsibilities
- Overall responsible for front desk support activities in Abuja with compliance with MC administration and in-country policies
- Manage facilitates, office, guesthouses and expat accommodation.
- Ensuring national and international staff accommodation, halls, meals and venues for all Abuja based trainings, workshops and meetings.
- Ensure the timely top up of office and GH utility.
- Custodian of petty cash, monthly or periodic cash count will be conducted by the finance team.
- Update tracker for stationary, beverage, dispenser water and refilled gas
- Organize a filling system for important and confidential documents.
- Raise PR and Task Order when necessary.
- Timely tracking of the prepaid unit meter daily usage and utility
- Responsible for maintaining and booking meeting rooms.
- Process payment request for vendors and follow up with Finance for timely payment.
- Ensuring that national and international staff accommodation are booked in good time and communicated.
- Supervise the office and guesthouse cleaners.
- Support the Snr Administrative Officer on Visa on arrival for incoming visitor.
- Support the Snr Administrative Officer on sending out welcome pack and logistic arrangement to new expat visitor.
- Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
- Other duties as assigned.
Safeguarding Responsibilities:
- Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
- Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
- Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.
Qualifications
- Minimum 2 years of experience with office administration; computer skills are required.
- Must be an independent thinker and have strong organizational skills.
- Demonstrated experience scheduling and managing staff from multiple departments.
- Fluency in English and local languages (written and spoken).
Success Factors:
- Conscientious with an excellent sense of judgment
- Ability to work simultaneously on multiple tasks
- Willingness and ability to work effectively with a wide variety of people
- Excellent interpersonal skills
- Ability to work as part of a team and coordinate with project personnel
- Good spoken and written English
- Computer literate and strong organizational skills.
Note
- Applicants should have their CVs and Cover Letters in one document addressing the position requirements.
- Female candidates who are qualified are strongly encouraged to apply.
- Mercy Corps upholds a strict policy against accepting any form of bribe in our recruitment process.
- We prioritize fairness and transparency in our selection process.
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