State Administrative Assistant, Nigeria (Plateau) at International Institute for Democracy and Electoral Assistance (IDEA)

Job Description

• International IDEA anticipates managing the second phase of the “Rule of Law and Anti-Corruption (RoLAC) Phase II Programme” in Nigeria. The programme is funded by the EU for a period of five years. The programme will work towards three anticipated Outcomes:

  • Outcome 1: Enhanced performance, quality, and oversight of the criminal justice system and of justice service delivery.
  • Outcome 2: Improved access to justice for vulnerable women, children, juveniles, persons with disabilities and victims of sexual and gender-based violence.
  • Outcome 3: Increased transparency and accountability of anti-corruption systems and reforms.

• The State Associate Project Officer, will be responsible for supporting the planning, implementation, monitoring and reporting, and communication of the project in the state.

Duties and Responsibilities

• Handles administrative requests and queries from State Project Coordinator
• Provides timely data on costs (hotel accommodation, venue and transport) to the state team to support preparation of budgets and analysis
• Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, etc.); Assists with the preparation of meeting materials
• Handles all travel arrangements (hotel accommodation, transport etc.) for staff and consultants as requested, and raises the relevant purchase requisitions
• Seeks feedback from visitors and staff to ensure quality control of travel arrangements (hotels, venue, transport etc.)
• Develops and updates the contact details of service providers (hotels, venues etc.) in the state
• Leads protocol arrangements for the State Office; Processes visa and other official documentation; Liaises with various government offices and departments in consultation with International IDEA’s Africa and West Asia Regional Office
• Supports all administrative processes affecting the arrival, presence and exit of project staff (internal and external)
• Manages state office inventories, and procurement in an efficient, and cost-effective manner
• Ensures appropriate service contracts are in place for the state office and necessary services of equipment are completed in line with agreed schedules
• Manages the schedule of the state office driver including vehicle maintenance and ensuring that the drivers complete and record details of all the vehicle safety checks
• Ensures regular fire drills are completed, fire equipment is maintained and that any security issues are reported promptly to the management team
• Assists with the registration of internal/external communications and institutional documents; Assists with the update and maintenance of the Institute’s internal website
• Carries out other duties and responsibilities as related to the post that may be assigned from time to time.

Reporting line:

•  State Project Coordinator, RoLAC II (NG-PL).

Education and Experience

• Minimum High school diploma and preferably business and/or secretarial education; University degree in business, or other relevant discipline considered an advantage;
• Minimum of three (3) years’ experience of working on project logistics for an international organization;
• Excellent knowledge of Microsoft Office package (including MS Work, Excel, and PowerPoint) and Internet;
• Experience of working in an international context, e.g., in an NGO, an intergovernmental organization, considered an advantage.
• Previous or current experience of working in the State is desirable.

General Profile:

• Has developed knowledge and specialized skills through formal training or work experience and considerable on-the-job experience;
• Adds considerable value to team-based activities in his/her unit, and likely to act as an informal resource for colleagues; Collaborates with other entities of the Institute as required;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Acts in accordance with International IDEA’s Core Values; Respect, Integrity, and Professionalism;
• Integrates a rights-based approach, gender, and diversity perspective in all activities.

Terms of Contract:

• Local Post.
• Fixed term appointment until 31 December 2027
• Remuneration - USD 992 (Base) per month.