Administrative Assistant at Institute of Human Virology Nigeria (IHVN)

⏲ Nov 17, 2021, 11:14 PM
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The Institute of Human Virology (IHVN) is a leading and reputable non-governmental organization addressing infectious and non-infectious diseases such as HIV, tuberculosis and cancer through the provision of prevention, diagnosis, treatment, capacity building, research, and care and support services. IHVN is in partnership with local and international organizations and the different tiers of the government of Nigeria at national, state and local levels. The Institute’s vision is to be a leader in providing quality health services, capacity building and research in West Africa and beyond.

We are recruiting to fill the position of:

Job Title: Administrative Assistant (USAID Nigeria TB LON)

Location: Osun
Administrative Supervisor: State Lead
Technical Supervisor: Head of Finance and Operations

Description

To support the Institute’s drive to detect and treat tuberculosis in the country, IHVN is looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks for the implementation of the USAID Nigeria TB LON Grant; which includes providing support to program implementation team and other employees, assisting in daily office needs and managing the institute’s general administrative activities.

Summary / Overview

Under the guidance and supervision of the Head of Finance and Operations, S/he will provide administrative and logistical support services to the program implementation team and operations of the general office management of USAID Nigeria TB LON Grant.

Duties and Responsibilities

Coordinating all administrative and secretarial support services for the implementation of USAID Nigeria TB LON
Assisting with the effective management of day to day office operations
Supporting & coordinating internal and external meetings, trainings, venues, logistics, provision of materials and refreshments particularly during multiple meetings
Performing office equipment tasks such as making needed arrangement for services via telephone or e-mail, obtaining quotations for required services, arranging for repairs of office equipment
Collating and filing quarterly, monthly and weekly reports
Collating and harmonizing quarterly and monthly work plans
Making travel arrangements as requested by program staff and facilitating retirement of trips made by staff
Tracking of USAID Nigeria TB LON work plans and activities
Conducting weekly and monthly supervision of office motor vehicles as well as drivers with daily vehicle check list
Coordinating, monitoring and supervising security staffs
Working with the team for logistical support to staff/visitors including liaising with program management unit on team itineraries, appointments according to schedules developed by department members
Assisting in documenting and archiving program documents.
Arranging travel logistics for staff, consultants and training participants including hotel reservations and where required, arranging for airport and hotel pick-ups
Coordinating staff meetings, setting up conference rooms and meeting rooms, ordering and setting up audio-visual equipment and agendas, take minutes of meetings and writing reports as requested, filing records of all meetings
Recording minutes of staff meetings and circulating same amongst the staff and meeting attendees
Assisting with the production of presentation materials for staff members
Performing any other duties as assigned.

Minimum Qualifications

Possession of a B.Sc in Business Administration or any of the Social Sciences or Higher National Diploma in Business Administration. Membership or part certification by any recognized professional bodies will be an added advantage.
Minimum of 3 years post qualification hands-on experience in an International NGO or Grants operational environment is required.

Knowledge, Skills and Abilities:

Proven experience as an administrative assistant
Applicants should be able to work independently with minimal supervision
Knowledge of office management systems and procedures
Working knowledge of office equipment such as printers, photocopiers, computers etc
Analytical mind and fluency in written and oral communication
Ability to work well with others to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.
Proficiency in the use of computer application (Microsoft office etc)
Excellent time management skills and ability to prioritize work
Attention to detail and problem solving skills

How to Apply
Interested and qualified candidates should send a detailed Resume and a one page Cover Letter as one MS Word document explaining suitability for the position to "The Deputy Director, Human Resources" through this email address: [email protected] using the Job Title as the subject of the email.

Note