Administration Assistant at Save The Children August, 2024

KEY AREAS OF ACCOUNTABILITY:

General Administration: 

• Monitor usage of all office equipment & supplies, by ensuring that they are in good working condition. Promptly report any malfunctions/repairs needed/changes to be made as they arise. 
• Maintain general office equipment tracker.
• Event planning and coordination – support program staff during workshops and events (local, internal and external – e.g., booking venue/room, setting up conference calls etc. and ensuring action points are shared in good time.
• Ensure that meeting rooms for receiving guest and staff are kept clean and usage managed. 
• Carry out the filing of relevant documents.
• Supervises cleaners to ensure office premises/guest houses and environs are clean and always maintained. 
• Ensure required cleaning items and toiletries are always available.
• Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required. 
• Ensure the Country Office is well equipped, has sufficient levels of supplies (consumables, stationery & equipment etc).
• Support in processing rent renewals and tenancy agreements.
• Keeping an update to date record of all GPEs (general program equipment’s) in the Country office, guest houses and international staff house. 
• Identify and coordinate the repairs of the following, plumbing, mechanicals, electricals and carpentry etc. At the Country Office, staff houses and guest house.
• Perform other duties and responsibilities as assigned by Line Manager
• Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines.

Front Desk Management: 

• Ensure that the front desk/reception is always kept tidy and presentable with all necessary materials (Pen, paper, visitors form etc.)
• Properly greet visitors/clients and always make them feel welcome.
• Handle incoming and outgoing letters and correspondences. 
• Take minutes of the bi-weekly All staff meeting as directed by Line Manager. Prepare meeting agendas, track actions and key notes. 

Book meeting rooms:

• Prepare the monthly report for the admin unit. 
• Follow-up with team members to ensure that external guests are promptly attended to. In other to avoid prolonged stay by visitors at the reception. 
• Receive SCI staff visiting the Abuja office and provide workspaces and relevant supplies as maybe required

Janitorial Supervision:

The role holder will oversee the daily operations of janitorial staff, ensuring that cleanliness and standards are met and maintained.

• Supervise and coordinate the janitors, assigning tasks and monitor performance.
• Conduct regular inspections to ensure high cleaning standards and address any issues that may arise. 
• Create and manage schedules, ensure adequate coverage and timely completion of assigned tasks. 
• Provide guidance, training, and support to new and existing Janitors.
• Raise requisition of supplies needed for cleaning and maintain proper inventory.
• Ensure adherence to safety protocols, regulations, as contained in SCI policies. 

Store Management: 

• Effectively and efficiently assist the Admin Officer in managing stationery items and consumables in the store. 
• Support the receiving and inspecting goods, ensure they are in the right quantity and condition.
• Assist in receiving stock requisition and in issuing supplies to concern staff.
• Issue out and support with requested items for training/workshop/meeting based on filled training form.
• Properly organize the store and track all inventories.
• Ensure efficient use of storage space and maintain a clean and safe environment.
• Manage the gift register.

Guest & International staff house management: 

• The role holder will be required to provide a comfortable, convenient, and welcoming experience for staff guests while maintaining efficient operations and adhering to organizational standards.
• Oversee the daily operations of the guest house.
• Ensure guest (staff) have an enjoyable stay, including managing check-ins and outs and address any concern or issue that may arise.
• Ensure that the guest house is always kept tidy with the required supplies (Toiletries, beverages, Consumables etc.)
• Managing and training the cleaning staff on housekeeping, kitchen and laundry service.
• Managing room inventory and ensuring efficient use of space.
• Providing assistance and support to staff, handling requests and resolving guest house issues.
• Oversee the cleaning, laundry, and maintenance of the guest house to maintain high standards.
• Monitor and ensure that the organizational policies, guest house policies, procedures, and regulations are strictly adhered to. 
• Monitoring and improving guest experience by collecting and acting on guest feedback to improve on service delivery and quality.
• Ensuring a secure and safe environment for staff guests.
• Handling administrative duties, such as record-keeping, reports, and correspondence.
• Identify and coordinate the repairs of the following, plumbing, mechanicals, electricals and carpentry etc. At the guest houses and staff houses.
• Coordinate processing of utility bills for the guest house and international staff houses.
• Coordinate the purchase of cooking gas for guest houses and staff houses

Other responsibilities:

The role holder may be assigned with other responsibilities as the need arises which would include but are not limited to the following:

• Support other functional areas of Admin in-country office and field offices.
• Assist in data gathering and Analysis.
• Providing cover when other administrative staff are absent, on leave or as a result of an increased level of Country Office activities.
• Any other duties assigned by the line manager.

SKILLS & EXPERIENCE:

Administrative & General Skills

• Level of Education – HND/B.Sc. in social sciences/relevant field of studies.
• Minimum of one-year relevant work experience.
• Must have NYSC discharge certificate/exemption certificate.
• Excellent planning and organisational skills, with proven administrative skills.
• Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure.
• Ability to manage time and diary.
• Ability to manage vendors.
• Excellent interpersonal and communication skills; written and verbal communication; fluent in English.
• Understand the local language is a plus.
• Strong teamwork, with the ability to support colleagues and request support as and when required.
• Commitment to Save the Children mission, vision and values.
• Computer literate and knowledge of Word, Excel and Outlook.