INGO Forum in partnership with NRC is looking for an Administrative Assistant for Abuja Office, Nigeria. The purpose of the Administrative Assistant is to assist in the day to day implementation of the support functions responsibilities to support and implement INGO Forum activities.
NRC initiated country operations in Nigeria in June 2015, in order to respond to the critical and increasing needs in the country. NRC currently has a full team based in Maiduguri and a coordination office in Abuja. NRC is currently providing services across various sectors namely; Shelter and Non-Food Items (NFI); Water, Sanitation and Hygiene Promotion (WASH); Food Security; and Information, Counselling and Legal Assistance (ICLA), Education and recently Camp Coordination and Camp Management in order to address identified humanitarian needs.
The INGO Forum in Nigeria was formed in late 2014 to develop a collaborative platform for effective and principled INGO interaction, engagement and coordination for humanitarian, recovery and development interventions in Nigeria. Since inception, the INGO Forum has become a critical platform for ensuring effective information sharing and analysis; leadership on advocacy and policy engagement; and liaison with government/donor/UN engagement and engagement ensuring the perspectives of INGOs and affected populations are ultimately included in decision-making processes. The INGO Forum is governed by a core membership of 41 members (and 6 observers) with new member applications pending approval on a regular basis, The INGO Forum is governed by an elected Steering Committee of five Country Directors and a Chair that works alongside a full-term Secretariat.
The Administrative Assistant reports to the Deputy Director - INGO Forum
Duties and responsibilities
- Responsible for all travel and accommodation arrangements for NIF guests and staff in Maiduguri by liaising with the NRC’s Operations team.
- Supports the NIF team in the direct engagement with EFCC on cash flow and other operational requests for the NIF.
- Represent NIF at meetings in Maiduguri as designated by the Deputy Director and provide recommendations, feedback on the NIF weekly update and draft minutes of meetings
- Act as PSEA Focal point for NIF in Maiduguri, work with the NIF Program Officer on PSEA activities, reports and work plan.
- Management of fleet and supervision of NIF Maiduguri driver to ensure NIF vehicles are properly maintained with regular vehicle servicing and fuel top-up.
- Manage the collation of necessary information and documents from NIF members as required for government engagement.
- Ensuring the printer, scanners, mail services, telephones e.t.c are running within the office and any calls for repairs or maintenances needed are properly reported to the right NRC department focal persons.
- Responsible for maintaining an accurate inventory of office supplies to include stationery, consumables and cartridges/tonner and be responsible for re-stocking when office supplies and NIF communication products are running low
- Responsible for all logistical aspects of NIF events, workshops and general administrative requests, including raising the PR and following up on all approvals, liaising with the relevant focal person in NRC; tracking number of participants, participant signs up, support agenda development and any other responsibilities assigned by the
- Deputy Director.
- Conduct him/herself both professionally and personally in such a manner as to bring credit to NIF and not to jeopardize its humanitarian mission
- Ensure compliance with security procedures and policies as determined by NRC Country Program
- Experience with office Administration Management
- Computer skills are required
- Independent thinker and have strong organizational skills;
- Possess a minimum of a Diploma in preferably Business Administration/ Public, Social Work, Education, or related field.
- Demonstrated excellence in administration, particularly in a multi-cultural environment, including staff training, motivation, and discipline
- Good writing and communications skills.
- Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
- Good negotiation, representation skills and the ability to work comfortably with an ethnically diverse staff.
- Strong ability to solve problems and to communicate in English and Hausa
- Planning and delivering results
- Empowering and building trust
- Handling insecure environment
- Communicating with impact and respect
- All employees of the Norwegian Refugee Council should be able to adhere to our Code of Conduct and the four organizational values: Dedicated, innovative, inclusive and accountable.
- Ability to work independently in a fast-paced and often demanding environment.
- Exceptional interpersonal skills and experience in humanitarian settings