Personal Assistant Job at Solina Centre for International Development and Research

Solina Centre for International Development and Research (SCIDaR) is an indigenous nonprofit institution that works to accelerate positive health, social and economic reforms through high-quality program design and implementation, capacity building, implementation science research and knowledge generation, as well as agenda-setting and stakeholder convening across human development sectors. Our work seeks to benefit primarily disadvantaged and under-served populations. We implement transformation programs in Nigeria and are currently expanding our footprint to several West and Central African countries. We are building a competent world-class management team to enable us to sustainably achieve our strategic growth objectives.

We are recruiting to fill the position below:

Job Position: Personal Assistant

Job Location: Abuja (FCT)
Project: Principal's Office
Job Category: Personal Assistant
Job Type: Long term (12 months with possibility of extension)

Description and Objectives

• The Personal Assistant will enhance the Principal’s effectiveness by providing various levels of the organization, coordination, and management support, including representing the executive to internal and external stakeholders. 
• S/he will aim to simplify the day-to-day interactions of the Principal by providing frictionless support and ensuring that tasks and projects are on track using a high degree of professionalism, initiative, and independence.

Technical Responsibilities
Scheduling and Meeting Management:

• Act as a primary point of contact for internal and external constituencies and stakeholders on all matters pertaining to the Principal;
• Manage the Principal’s calendar adequately during business hours including non-work-related events during those hours to avoid conflicts;
• Liaise with persons and stakeholders internally and externally to provide availability as required for business and personal scheduling;
• Track and maintain a high-priority list for activities and remind the Principal as appropriate;
• Schedule, plan and organize meetings, conference calls, locations/rooms as applicable;
• Join meetings on an ad hoc basis to take minutes, capture recaps, and next steps for the Principal.

Executive Communication:

• Ensure strict confidentiality of all sensitive information from the Principal’s office both internally and externally;
• Prepare internal and external letters and documents, including meeting plans and notes for the Principal;
• Involved in preparing and formatting information for internal and external distribution which includes writing letters, reports, compiling data for reports, creating presentations, editing, proofreading, and other information preparation duties;
• Optimize executive’s time by reading, researching, and routing correspondence as appropriate;
• Route and manage all internal and external phone calls, emails and correspondences on behalf of the Principal.

Overall Administration:

• Provide hospitality to guests and create a welcoming environment;
• Manage documents, databases, and filing system for the Principal’s office;
• Coordinate with the admin team to arrange domestic and international travel and logistics for the Principal;
• Liaise with the office assistants to ensure that the Principal’s wing is clean at all times and escalate utility faults as appropriate;
• Liaise with the admin team to provide event management support including coordination of meeting logistics;
• Ensure stock up of utility supplies for the Principal’s office and manage refreshments, supplies and food orders;
• Manage audits, advances, retirement of expense reports, and other process management tasks on ERPs for the Principal;
• Other duties as assigned.

Educational Qualification and Experience

• Academic training: Minimum of Bachelor's Degree from a reputable university;
• Experience: Minimum of three (3) years of progressive experience in office management systems and procedures. Prior experience as a Personal Assistant or Administrative Officer in a reputable organization is a plus.

Required Competencies:
Core requirements:

• Compelling evidence of interest in and commitment to the mission of SCIDaR;
• Ability to effectively manage relationships with Solina’s internal and external stakeholders;
• Possess strong communication skills and team-oriented interpersonal skills
• Proficiency in the use of Microsoft Office packages (Word, Excel and PowerPoint);
• Possess excellent organizational skills and attention to detail;
• Ability to work under pressure and time constraints and easily adapt to ever-changing conditions;
• Results-oriented performer experienced in developing and tracking self and team with clear KPIs;
• Ability to execute work in a diverse, fast-paced environment with people at all organizational levels
• Demonstrate professionalism, sensitivity, a high level of confidentiality and a positive attitude at all times
• Ability to make appropriate, informed decisions regarding priorities and available time;
• Residence in FCT, Abuja is an added advantage.

Language:

• English (proficiency in Hausa language is an advantage)