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Edo |
Posted 5 years ago |
Palladium Group is recruiting candidates for an Admin Officer.
JOB TITLE: Admin Officer
JOB LOCATION: Benin City, Edo
Ref Id: req7858
JOB DETAILS:
- Stamping out Slavery in Nigeria (SoSiN) is a 4 year DFID Nigeria programme which aims to change or reduce the behaviours, attitudes, and social norms in Edo State that drive or enable human trafficking.
- The project seeks to achieve the impact that more effective Government and non-Government institutions reduce the drivers and enablers of unsafe migration and trafficking through three components:
- Strengthened Edo State Government response to preventing unsafe migration and human trafficking: more effective and innovative use of resources – human, financial, physical, political and network assets – supports a ‘whole of government’ approach to preventing unsafe migration and human trafficking through social and attitudinal change;
- Improved coordination, innovation and quality of NGO response to preventing unsafe migration and human trafficking: better coordinated and more effective civil society tackling the drivers and enablers of human trafficking;
- A stronger evidence base for action in anti-slavery prevention, with learning platforms operating and informing policy and interventions: the use of evidence and sharing of best practices becomes embedded in ways of working, to deliver improved performance not only in Nigeria, but globally.
Human Resources:
- Oversee personnel and HR related matters including record-keeping for annual and sick leaves.
- Support training of new programme employees on financial management
- Ensure that security standards and procedures are in place and adhered to.
Contracts & Contracts Management:
- Negotiation, preparation and management of all contracts of suppliers and service providers relating to programme operations.
- Work with relevant leads to contract grantees and technical experts.
- Ensure compliance with other regulatory requirements relating to the employment of staff and all assets procured or leased by the project Ensure that the general office facilities are running smoothly.
- Support programme staff in hiring management of subcontractors including review of Terms of Reference and negotiating fee rates of subcontractor consultants
- Ensure that the general office facilities are running smoothly.
Office Administration:
- Develop, maintain and improve office management systems (e.g. trackers, electronic filing structure, contracts files) as necessary.
- Tracking of inputs and deliverables of consultants and other contractors.
- Establish and ensure that IT systems are in working order and problem solve where necessary.
- Provide oversight of all office logistics, including local transport, preparing for team meetings and ensure other programme events are properly executed.
- Manage programme assets and asset register.
- Complete all other tasks requested by the Team Leader and Operations Manager.
- Ensure that original company documents are properly secured;
- Provides administrative and logistical support in organizing workshops, events, trainings etc, including preparing the necessary documentation.
- Arranges flight for all domestic air travels as per request(s) approved by the country representatives.
- Liaises with Travel agent in for both local and international travel.
- Facilitates visa processing for visiting international consultants (writing invitation letters, obtaining travel approval at Immigration services etc).
- Arranges hotels and arranges transport for all visitors.
- Responsible for arranging hotels and accommodation for workshop/meeting/training based on selection of vendors made by committee/management.
- Coordinates transport arrangement for the overall program activities as per the request in a timely manner and ensures the information is accurately in the logbook and up to date.
- Consolidates vehicle needs assessments from work units and administer drivers’ assignment for transport services.
- Provides historical reference by developing and utilizing filing and retrieval systems.
- Establish and manage all procurement and logistics activities including management of vehicles and drivers.
- Ensure proper use and maintenance of physical assets and office, including vehicles, equipment, furniture, and office building. Arrange for repairs as necessary.
- Serves as security liaison and manages information for the security of staff office, and physical assets belonging to the organisation and ensuring DFID fulfils security-related regulations.
- Maintain appropriate security information networks (internal and external), and ensure effective and accurate security briefings for all new staff and international visitors.
- Maintain a high-quality procurement system, which is accountable, transparent and compliant with Palladium Procurement Policy and DFID requirements.
- Undertake supply and service provider pre-qualification, conduct market research, identify and recommend legitimate local suppliers or contractors through systematic evaluation and maintaining a database of potential and active suppliers/contractors.
- Manage information around safety policies and procedures and communicate update to all staff.
- Maintain historical archives required by clients/government tax offices Corporate Support and Logistics
- Liaise with Travel Service Provider representative regarding travel issues and ensure value for money is obtained;
- Arrange and coordinate official travel arrangements for employees and consultants as required including booking flights, hotel accommodation, airport pickups and car transfers;
- Ensure effective coordination with the car hire driver(s) including proper scheduling to ensure that employees are supported to attend meetings and events
- Maintain a database of vendors supplying office services including car hire, service providers
- Coordinate employee meetings, events and other relevant office meetings as requested;
- Coordinate local insurance for staff and serve as a point of contact with providers; Financial Management Support.
- Monitor service provider contracts, review invoices, and prepare payment approval forms;
- Liaise with local and regional accounts payable to ensure the timely submission of payments;
- Manage petty cash and request replenishment where required;
- Ensure all emergency procedures and numbers are available and distributed to all staff, visitors and relevant partners;
- Conduct periodic checks to ensure the safety of occupants;
- Report any unsafe work areas or security incidents to the Security team
- Ensure regular maintenance of office repairs and utilities in coordination with the building facilities manager
- Maintenance of the office communications tree and interaction with the country communications plan;
Required Qualifications
- Bachelor’s Degree in Business Administration or equivalent qualification in a related subject.
- Minimum of 3 years administrative/ logistics and fleet management experience in an international NGO.
- Proficient in use of Microsoft words and Excel. Strong organizational and prioritization skills. Fluency in speaking, reading, and writing English.
- Key Performance Indicators: Level of professionalism displayed | Quality of correspondence developed |Level of professionalism and quality of image portrayed of the organization | Effectiveness in managing the office equipment/machines
- Effectiveness in maintaining and updating as required, in a manual and electronic form, a good filing system which ensures that documentation is easily accessible
- Effectiveness of event managed
- Optimal cost control through utilization of available resources and keeping the actual admin expenditures within budgeted expense ratio
- Uninterrupted communication facilities
- Timely and cost-effective booking of tickets, cabs, hotels for staff travelling
- User satisfaction and level of service delivery improvements reported.
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Job Features
Job Category | Administration/ Office/ Operations |
Deadline | Not Specified. |