Administrative Assistant at Mercy Corps

Job Summary

• Mercy Corps has been present in Nigeria since 2012, focusing its interventions on women’s empowerment, economic development and conflict mitigation.
• With the insurgency spilling over from the northeast of Nigeria and causing displacement of thousands of individuals, Mercy Corps interventions in Nigeria are implemented in a conflict and gender sensitive manner.
• Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management and facilities & office management for successful program implementation.
• The Admin Assistant will assist front desk support functions for the Mercy Corps Abuja office.
• This will include answering telephone, greeting visitors and reception, coordinate incoming & outgoing deliveries, and some time assist Administrative Officer on coordination of international and domestic flights and hotel accommodations.

Responsibilities

• Overall responsible for front desk support activities in Abuja with compliance with MC administration and in-country policies
• Manage facilitates, office, guesthouses and expat accommodation.
• Ensuring national and international staff accommodation, halls, meals and venues for all Abuja based trainings, workshops and meetings.
• Ensure the timely top up of office and GH utility.
• Timely tracking of the prepaid unit meter daily usage and utility
• Responsible for maintaining and booking meeting rooms.
• Process payment request for vendors and follow up with Finance for timely payment.
• Ensuring that national and international staff accommodation are booked in good time and communicated.
• Custodian of petty cash, monthly or periodic cash count will be conducted by the finance team.
• Update tracker for stationary, beverage, dispenser water and refilled gas
• Organize a filling system for important and confidential documents.
• Raise PR and Task Order when necessary.
• Supervise the office and guesthouse cleaners.
• Support the Snr Administrative Officer on Visa on arrival for incoming visitor.
• Support the Snr Administrative Officer on sending out welcome pack and logistic arrangement to new expat visitor.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Other duties as assigned.

Safeguarding Responsibilities:

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Qualifications

• Minimum 2 years experience with office administration; computer skills are required.
• Must be an independent thinker and have strong organizational skills.
• Demonstrated experience scheduling and managing staff from multiple departments.
• Fluency in English and local languages (written and spoken).

Success Factors:

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks
• Willingness and ability to work effectively with a wide variety of people
• Excellent interpersonal skills
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Computer literate and strong organizational skills.