Rossland Screening Solutions - Our client is currently seeking applications from suitably qualified candidates to fill the position of Administrative Assistant in Abuja.

Job Description

Candidates are advised to carefully read the below requirements before applying.

Overall Role

The main duty of Administrative Assistant is to ensure the smooth and efficient running of an office, by undertaking a range of logistic, administrative, organizational and IT-related activities.

The Administrative Assistant works with the administration team and shall utilize office service personnel (guards, cleaners, housekeepers) in completion of duties.

The Administrative Assistant reports to the Administrator.

The Administrative Assistant is evaluated by the Administrator

Main Duties and Responsibilities

Logistic Management:

Procurement:

Create and regularly update a network of local suppliers of goods and services for logistic demands.

Update quotation catalogue from major suppliers regularly and at least every six months.

Ensure general office consumables (stationary, maintenance and reception) are attained.

Process mission need requests (except for payment) in accordance with mission procurement procedures.

Be the only contact between the demander and supplier and ensure purchase is carried out under open, transparent competition, and free from conflict of interest.

Communicate with concerned people for delivery, quality check and other clearance steps (liquidation, handover…).

Collect and file all relevant documents in accordance with auditing demands in a complete manner.

Reports any irregularities to the next-in-line supervisor.

Logistics:

Arrange domestic travel and transportation (accommodation, flights…) in accordance with mission travel policy.

Arrange logistics for expatriate and family international flights (meetings, arrival or departure) in joint effort with HQ logistic department when necessary.

Follow-ups visa or resident cards for expatriate.

Inventory, Equipment and Vehicle Management:

Ensure the general office consumables are used in an efficient manner.

Ensure the safe storage and proper use of all mission equipment’s.

Monitor the flow of mission equipment’s, carries out check-in & -out, handover, donation procedures when required.

Follow damage reports, arranges repair or disposal, and organizes routine maintenance.

Update newly purchased item to inventory follow-up and procurement file.

Update monthly HQ equipment statement.

Follow-up routine maintenance for mission vehicles and equipment’s.

Handle procedures related to licensing.

Monitor the IT conditions in the office and liaisons with consultant or maintenance service workers to resolve any technical problems.

Clerical Duties:

Receive, direct and facilitate office visitors.

Receive and transfer phone calls, post and distribute faxes, mails.

Record and distribute staff weekly meeting agenda and minutes.

Manages office petty cash and prepare small cash payments under the instruction of administrator.

Required Skills:

Problem-solving oriented.

Ethical, responsible, enthusiastic.

Strong negotiation skills.

Strong organization skills.

Ability to lead good interpersonal interactions with different people.

Computer literate, particularly with Excel.

Method of Application

Interested and qualified candidates should forward their CV's and relevant accomplishments on or before 6th September, 2018, with this job title as the subject matter.