Administrative Assistant

The Administrative Assistant will provide administrative support in the Sub-Office in Kano, Nigeria, including managing appointments, coordinating office support services, handling correspondence, and supporting various administrative functions to ensure smooth office operations.

Responsibilities

• Screen requests for appointments with supervisor, maintain supervisor’s calendar, confirm mutually convenient schedules and arrange appointments, receive visitors, place and screen telephone calls.
• Respond to queries and correspondence, often of a sensitive, confidential or technical nature.
• Coordinate office support services for meetings, trainings, seminars, committees, and special projects and events.
• Attend meetings, prepare minutes, monitor follow-up activities and make arrangements for formal editing, translation, etc., of documents and publications.
• Review, record, distribute and process incoming mail and correspondence, follow-up on pending actions, prepare draft responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures.
• Carry out quality control functions for outgoing documents, proofread texts for adherence to format, grammar, punctuation and style.
• Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up.
• Coordinate with other units to support smooth running and to expedite work within the unit.
• Research, compile, and organize background information and reference materials from various sources for reports, briefs and speeches, generate a variety of statistical and other reports from various databases.
• Monitor and process administrative actions (Human Resources (HR), contracts, procurement, accounting, finance, logistics) in the International Organization for Migration’s (IOM) computerized systems.
• Create and maintain the work unit’s filing and reference systems, review the efficiency of office procedures and make suggestions for improvements and update office websites.
• Perform such other relevant duties as maybe assigned.

Requirements

• Bachelor’s degree in Business Administration or a related field from an accredited institution with three years of relevant professional experience; or, High school diploma with five years of relevant professional experience.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Knowledge of administration and finance processes.
• In depth knowledge of the broad range of migration related subject areas dealt with by the organization.
• Knowledge of UN and bilateral donor programming.
• Knowledge of Financial rules and regulations and procurement and Human resources processes.
• Fluency in English.

Skills

• MS Word
• MS Excel
• MS PowerPoint
• Email Management
• Outlook
• Paperwork Organization
• Administration Processes
• Financial Processes
• Migration Knowledge
• UN Programming Knowledge
• Bilateral Donor Programming
• Financial Rules and Regulations
• Procurement Procedures
• Human Resources Procedures

Languages

English