Office Assistant Job at ACTED

ACTED has been committed since 1993, to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED, headquartered in Paris, France is present in four continents and our teams intervene in 37 countries towards 14 million people, responding to emergency situations, supporting rehabilitation projects and accompanying the dynamics of development. Over 5,000 staff are dedicated to implementing and developing our projects.

We are recruiting to fill the position below:

Job Position: Office Assistant
Job Location: Abuja

About the job

• The Abuja Office assistant is responsible to support the operations of ACTED’s Abuja Office and Guest house.
• The assistant will undertake basic logistics, HR/Admin, and finance support for the Abuja office as required to Liaise on a regular basis with ACTED Logistics and HR/Admin and Finance teams in Maiduguri.

Core Functions / Responsibilities
The Office assistant is in charge of procurements for ACTED in Abuja and his key responsibilities listed but not limited below:

• To receive Order form - cross check the items and ensure the OF filled with clear descriptions, delivery timeline, delivery location as well as the budget has validated by Finance;
• To conduct procurements under Scenario A to C of Logistic Manual as required for Abuja;
• To ensure to respect ACTED procurement procedures for each purchase
• To ensure fair and transparent selection of suppliers in each procurement;
• To support ALM and Logistic officer on Tender process from Call on newspaper, and reception of bids submitted in Abuja;
• To support the ALM and Logistics officer for collection of complimentary quotations as needed from Abuja for comparison with Maiduguri
• To prepare procurement memo, contracts, purchase orders based on fair and transparent negotiation with suppliers/contractors;
• Put in place frame work agreements for regular office and GH supplies needed for the premise
• Follow up with office/GH cleaner for any ad hoc purchases or services required for ACTED premises;
• Support movement of cargo to Maiduguri as needed
• To create and update regularly the procurement folders for each ongoing programs based on purchase scenarios
• To create and or update the Order form follow up folders (open order form to be placed in this folder)
• To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and ACTED FLAT guidelines.
• Support the management of ACTED premises lease & ensure contracts are updated and renewed for each premises; Support the process for Registration as needed
• Track ACTEDs consumption of electricity and water for consummation follow-up of running costs
• Report needs for electricity or other for Office function
• Manage the Cleaners for ACTED GH/Office
• Ensure adequate availability and timely replenishment of office/GH cleaning supplies as identified by the cleaners.
• Support the Visa extension process for ACTED International Staff
• Support the Visa application process for ACTED International Staff
• Assist in any administration or liaison follow-up as needed with the Government Ministries in Abuja as requested by ACTED Country Director or HR Officer
• Assist with the HR management of staff in Abuja Office
• Liaise with other bases to support with HR documentation and processes
• Assist with contract follow-up for Abuja staff (cleaner and driver)
• Support in collecting and compiling all the HR documents such as leave request, timesheets, log books, ensuring they are filed both in hard and soft copy, and shared with Maiduguri.
• Weekly cash request: Prepare Statement of expenditures and present it to the Finance Manager on each Friday
• Completion of finance vouchers for payment as needed and maintain a cash book
• Make payments for all items and services which have been approved by the CD Completion of finance vouchers for payment as needed and maintain a cash book
• Make payments for all items and services which have been approved by the CD
• Safe & Cashbook checking: at the end of each day, the cashbook and the petty cash box should be checked and the balance should correspond.
• Money Transfer Dealing: registration and exchange of voucher reference between Country Office and area

About you
All employees should master ACTED's core Principles: Independence, Neutrality, Non-discrimination, free and direct access to victims, Ethics, Professionalism, anti-Corruption, Transparency and Accountability. Moreover, we also expect the following:

Essential qualifications and experience:

• Completion of university degree in Admin, Finance, Economic and Social Studies, or another relevant degree
• Minimum one years of experience in international and/or local NGO; ideally involved in the direct implementation of field level humanitarian assistance to refugees or IDPs.
• Experience in community services, women empowerment, youth activities, protection, distribution or registration.

Essential knowledge and skills:

• Extensive knowledge of Nigerian displacement context.
• Excellent communication skills.
• Excellent interpersonal and team-playing skills.
• Highly flexible, with the ability to use initiative.
• Ability to work in a multi-cultural environment.
• Commitment to humanitarian principles and values.
• Understanding of gender, protection and human rights.
• Commitment to promoting gender equality.

Preferred experience:

• Proficiency in English and local language, both oral and written.
• Experience in working with national partners, locals/government authorities.
• Experience, including leading/supervising subordinate staff, organizing activities and report writing.
• Experience in administrative duties
• Knowledge of logistics and procurement processes.

We Offer

• Contract length: 3 Months
• Level: E1-1 (national contract)
• Start date: As soon as possible Desirable

Application process

• All applicants must send a cover letter and an updated CV (no longer than four pages) in English.
• CV and Cover Letter indicating and explaining the suitability to the position applied.
• Provide contact details (name, position, email address and tel. no.) of 3 professional non-related references, whereas 1 must be for the latest employer. Please do not attach any written recommendations.
• Applications should be addressed to: The Recruitment Manager.
• ACTED considers all applicants on the basis of merit without regard to race, sex, colour, religion, sexual orientation, age, marital status, or disability.

Note

• Due to the large numbers of expected applicants ACTED will only inform shortlisted candidates. We apologise for the inconvenience. Only short-listed applicants will be invited for written test and oral interview.
• For general information about ACTED, please consult: www.acted.org