Administrative Assistance needed at Population Services International
Job title : Administrative Assistance
Job Location : Abuja
Deadline : April 30, 2024
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We are seeking a dynamic and organized Administrative and Logistics Assistant to join our team. The ideal candidate will provide comprehensive administrative support and assist in managing logistics operations efficiently. This role requires a detail-oriented individual capable of multitasking and maintaining effective communication with various stakeholders.
Your contribution
You will be responsible for the following:
- Administrative Support:
- Manage incoming calls, emails, and correspondence, directing them to appropriate personnel.
- Organize and maintain physical and electronic files and documents.
- Assist in scheduling appointments, meetings, and travel arrangements for team members.
- Prepare reports, presentations, and spreadsheets as required.
- Coordinate office supplies procurement and maintain inventory levels.
- Preparing outgoing packages for couriers
- Logistics Coordination:
- Assist in coordinating transportation and distribution of goods as per company requirements.
- Liaise with suppliers, vendors, and shipping companies to ensure timely delivery of products.
- Maintain accurate records of inventory, shipments, and logistics activities.
- Monitor and track shipment progress, resolving any issues or delays that may arise.
- Assist in optimizing logistics processes to improve efficiency and reduce costs.
- Support proper monthly spot check of office asset.
- Maintains an established network of contacts for general information.
- Demonstrates high level of accuracy and attention to detail.
- Arrange travel logistics for staff members, including booking flights, accommodations, and transportation.
- Office Management:
- Assist in coordinating office maintenance and repairs, ensuring a safe and comfortable working environment.
- Manage relationships with service providers, including cleaning, security, and maintenance contractors.
- Monitor office equipment and arrange for repairs or replacements as needed.
- Track Fuel usage for generator and ensure no stock out.
- Support the supervision of both the cleaner and the security team.
- Support to Team:
- Provide administrative support to various departments as required.
- Assist in organizing company events, meetings, and conferences.
- Collaborate with team members to streamline administrative processes and improve productivity.
- Fleet Management:
- Oversea PSI’s fleet of vehicles, including maintenance scheduling, inspections, and repairs.
- Coordinate vehicle assignments and ensure proper documentation and licensing for all vehicles.
- Track fuel usage, mileage, and maintenance records to optimize fleet performance and cost-effectiveness.
- Address any fleet-related issues promptly, including accidents, breakdowns, or other emergencies.
- Implement safety protocols and guidelines to ensure the safe operation of PSI’s vehicles.
- Financial Support:
- Assist in managing financial processes such as expense reporting, invoicing, and budget tracking.
What are we looking for?
We are looking for someone with:
- Bachelor’s degree in business administration, Public Administration, Logistics, Supply Chain Management, or related field preferred.
- Previous experience in administrative support roles, preferably in a non-profit or international organization setting.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
- Strong attention to detail and accuracy in work.
- Excellent verbal and written communication skills.
- Ability to work both independently and collaboratively in a fast paced environment.
- Flexibility and adaptability to changing priorities and deadlines.
- Detail-oriented with a focus on accuracy in record-keeping and data management.
- Commitment to PSI’s mission and values.
- Strong self- starter with a strategic mindset
- Reference will be required.
- The successful candidate will be required to pass a background check.
The candidate we hire will embody PSI’s corporate values:
- Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
- Pragmatism: You will strive to deliver the best possible result with the resources available. You will not be paralyzed by a need to make things perfect.
- Honesty: You own your mistakes and are open about your shortcomings – it is the only way you will learn and improve.
- Collaboration: You will quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you will not succeed.
- Trust: You accept limits to your sphere of control and give colleagues the benefit of the doubt.
- Commitment: You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.
How to Apply for this Offer
All interested and qualified candidates should send their comprehensive resume with a cover letter as ONE PDF/Word document to the e-mail addresses [email protected] using the position title “Administrative Assistance” as the subject of the e-mail by 30th April 2024.
*Due to high volume of applications, only finalists will be contacted.
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