Administrative Assistant Job

Administrative Assistant

The Institute of Human Virology Nigeria (IHVN) is a leading and reputable non-governmental organization addressing infectious and non-infectious diseases such as HIV, tuberculosis (TB), and cancer through the provision of prevention, diagnosis, treatment, capacity building, research, and care and support services.

We Are Recruiting to Fill the Position Below

Job Title: Administrative Assistant, TB-LON 3 Project

Location: Oyo

Department: Administration

Reports to: State Lead, Regional Senior Admin Officer

Brief about the company

The TB-LON 3 Project is a USAID-funded Award that is a revolutionary program working with communities, facilities, and relevant State and National structures to improve access to TB case finding, diagnosis, treatment, and notification in Lagos, Ogun, Osun, and Oyo States; as well as increase domestic financing for TB and strengthen surveillance and integrated reporting across four result areas:

Improved access to high-quality, person-centered TB treatment, DR-TB, and TB/HIV services for a cumulative number of at least 106,576 persons for the life of the activity

Strengthened systems and structures for TB detection, treatment, and notification with TB service delivery platforms strengthened

TB disease transmission and progression reduced

TB research and innovation accelerated with an improved impact on program implementation.

The TB-LON 3 Project is implemented by a consortium with IHVN as the Prime Recipient, the Society for Family Health as the Sub-Recipient, and other Implementing Entities.

Job Summary (Administrative Assistant)

The Administrative Assistant will work under the guidance and supervision of the State Lead and Regional Senior Administrative Officer, to provide administrative and logistics support services to the program implementation team and operations of the general office management of USAID Nigeria TB-LON 3 Grant.

Responsibilities

• Provide administrative and secretarial support services for the implementation of the Project.
• Assist with effective management of day-to-day operations of the office.
• Support coordinating internal and external meetings, training, venues, logistics, and provision of materials and refreshments, particularly during multiple meetings.
• Logistics support to staff/visitors including liaising with the program management unit on team itineraries, and appointments according to schedules developed by department members.
• Make travel arrangements as requested by program staff and facilitate the retirement of trips by staff.
• Support staff meetings, set up of conference rooms and meeting rooms, order and set up audio-visual equipment and agendas, take minutes of meetings and write reports as requested, file records of meetings, and circulate minutes.
• Assist with the production of presentation materials for staff members.
• Make needed arrangements for services for telephone and e-mail, obtain quotations for required services, arranging for repairs of office equipment.
• Documentation and archiving of program documents including collation and filing of quarterly, monthly, and weekly work plans and reports.
• Conduct weekly and monthly supervision of office motor vehicles, as well as the drivers with a daily vehicle checklist.
• Perform additional duties as assigned by the Regional Administrative Officer.

Minimum Requirements

HND / B.Sc in Business Administration or any of the Social Sciences or Arts disciplines; membership or certification in recognized professional bodies will be an added advantage.

Minimum of 3 years post-qualification hands-on experience in a similar role; experience working in an International NGO or Grants operational environment is desirable.

Knowledge, Skills, And Abilities

Applicants should be able to work independently with minimal supervision

Knowledge of office management systems and procedures

Proficiency in the use of computer applications (Knowledge of MS Word, Outlook, PowerPoint, and Excel is required)

Excellent time management skills and the ability to prioritize work

Attention to detail and problem-solving skills

Working knowledge of office equipment, like printers, photocopiers, computers, etc

Fluency in written and oral communication

Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.

Self-motivated with a strong ability to identify and develop relevant areas of work.

Method of Application

Interested and qualified candidates should send a detailed Resume and a one-page Cover Letter as one MS Word document explaining suitability for the position to “The Deputy Director, Human Resources” via: careers@ihvnigeria.org using the Job Title as the subject of the mail.

Application Closing Date – 28th September 2022.

Note

Candidates are advised to provide three professional referees with email addresses and phone numbers.

Only shortlisted candidates will be contacted.

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