Admin Assistant at Plan International

Plan International is evolving in response to shifts in international development and humanitarian response. We are doing this so we can continue to make a stand for children’s rights. We support children’s rights from birth until they reach adulthood. And we enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledgeWe believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. Having identified girls as the most marginalised group, they will be our ongoing focus as we work towards helping 100 million girls learn, lead, decide and thrive within their communities. As we embark on this ambitious and exciting journey, we are recruiting for talent across the globe.We are recruiting to fill the position below:Job Title: Admin AssistantLocation: Abuja, Maiduguri Travel required OccasionalFunctional Area: AdministrationReports to: Admin and Logistics OfficerEffective Date: April 2018 Grade: BRole PurposeTo provide support to sound administrative, office and logistics support to the Maiduguri office in line with policies of Plan International.The role will contribute to effective office management including support to store management, inventory/asset management and supervision of janitorial services.The incumbent will employ the use of general office practices and administrative procedures to carry out assigned tasks.Dimensions Of The RoleImplementation of administrative processes, protocols and systems for the Maiduguri Office.Provide administrative and logistical support for staffSupervision of two janitorsAccountabilitiesSupports in maintenance of general office systems including filing; sending, receiving and distributing documents; and’ photocopying/Scanning.Coordinate and prepare mailings, including production, photocopying, assembling, posting and courier/shipping.Assist with sourcing for quotations towards the procurement of goods and materials for program delivery as per corporate procedures to ensure value for money is obtainedSupport program activities in the Maiduguri office where necessary.Keep and maintain store records and materials to ensure prompt supply of materials to staff for the effective discharge of their work without any disruptions of work-flowUse systems and processes to assure smooth and timely flow of work.Assist with organization of meetings and special events.Maintain good and professional relationship with relevant vendors and visitors to the Maiduguri OfficeKnowledge of general office practices and administrative procedures.Resourceful in gathering and providing information.Ensure that the Maiduguri office is tidy at all times through effective supervision of the cleanersReceives and signs for fixed asset items and maintains physical inventoryResponsible for purchase requisition creation and maintenance in SAPResponsible for posting good receipt in SAP supported by a delivery notePerform additional and miscellaneous job-related duties for the office as assigned by managerHuman Resource Development:Assist the orientation, on-going development/training and builds capacity of staff and local partner staff when required in line with Admin and Logistics policies and proceduresLearning And Knowledge Management:Shares relevant information within the team supporting the proper documentation of all administrative, logistic and financial transactions of the operationsParticipates in global/regional projects/networks as requested.Resource Mobilisation:Assist resource mobilization efforts by supporting costings with respect to budget preparation and related engagement.Dealing With Problems:Ability to manage competing priorities and expectations from internal and external stakeholders and remain calm and resilient in the face of pressure.Manage multiple and work with distant colleagues to form a virtual efficient administration team;Use Plan procedures to settle conflicts among colleagues;Resolve problems that are not covered by established process.Analyse possible causes of problems and suggest solutions to get them resolved.Refer, whenever necessary, the case to the Admin and Logistics coordinator for consideration.Ensures that Plan International’s global policies for Safeguarding Children and Young People andGender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines asapplicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and PlanInternational’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.Key RelationshipsPrepare and submit relevant administrative project reports for domestic consumption.Provide timely responses concerning administrative queries in the Maiduguri OfficeWork amicably with other members of the Plan International Nigeria team to ensure effective and efficient programme delivery.Work closely with contract cleaners, occasional interaction with vendors and visitors

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