Catholic Relief Services (CRS) is recruiting to fill the following position:
Job Title: Administrative Officer
Band: Band D-1
Location: Abuja
Duration: Full Time
Responsibilities
- Reports to the Head of Administration
- The Administrative Officer will keep the Head of Administration briefed on the status of all ongoing activities under his/her purview.
- The Administrative Officer will also be available to represent, support and consult on issues being handled by the Head of Administration
- Develop standards on the efficient use of office equipments including office and telecommunication equipment and also overseeing the maintenance contracts for these equipment.
- Provide guidance on the use and maintenance of office equipment (generators, photocopiers etc) to maximize use and functionality
- Will make recommendations to the head of admin on items to be disposed of and prepare litt of items for auctioning when directed
- Maintain and update the offices equipment inventory register. Physically mark all items Add or delete items as required according to the CRS/Nigeria and the Agency’s Inventory Policy after due consultation with the Head of Administration,
- Send an updated Inventory report on assets over $5000 to HoA every quarter.
- Responsible for receiving procured items in collaboration with the Administrative Secretary.
- Will be responsible for the items in the administration store and maintain an up to date list of all items
- Provide direct supervision so the admin assistant and front desk
- Receive all vehicle reports from the field offices and review them
- Provide general oversight to vehicle dispatch and allocation.
- Review log sheets and data entry into the VMS tool and the monthly reports from the Pool
- Provide regular trainings on the use of the VMS to staff in the fleet management unit.
- Make all hotel arrangements for all CRS or partner activities as requested and ensure that the bills are settled promptly after the completion of the activity.
- Make all accommodation bookings for all CRS staff as requested (in hotels where MOU are operational) and make necessary pick up arrangements for the international visitors
- Receive all requests for hotel bookings from all staff (for outside the FCT) and make such reservations for the staff and communicate/provide feedback on this.
- Research available hotel options in states where CRS has project and share findings with the Head of Administration.
- Coordinate requests for support for workshops in hotels outside of the FCT and ensure that quotations are received and submitted to the Procurement officer for processing.
- Follow upon the payments for the hotels outside the FCT and ensure that the payment terms are adhered to for the services rendered
- Coordinate with Program and Administration staff for the transportation of project materials/equipment to project partners and to the field offices where applicable.
- Ensure all required documentation and approvals are secured for such transportation
- Forward received documentation on deliveries to the Administrative Secretary for processing of payments
- Liaise directly with requestors, transporters and partners to coordinate distribution schedules.
- Receive goods received notes from the partners and delivery notes from the transporters; initiate payment process and follow up with Finance.
- Organize all necessary required labour to facilitate the movement of received goods and effectively organize the delivery of the goods to the required locations
- Will coordinate the movement of items that are donated to the office and ensure all documentation is in place for receiving or onward movement to partners where applicable
- Advice staff/travelers on immigration requirements for in country; provide support as needed to facilitate visa processing.
- Coordinate all visa requests for staff on official assignment and provide needed support.
- Review all reports that are generated from the vehilog and make recommendations based on generated reports so decisions can be taken on such as; donation of fuel consuming vehicles, fuel consumption pattern that could necessitate check on vehicles, fueling station etc. geared at improving current practices and increasing efficiency
- Review admin policies to ensure that guidelines reflect current operational conditions and make recommendations on ways to improve efficiency and internal control measures where applicable.
- Facilitate effective Coordination, understanding and cooperation between the administration department and the Finance/Program Department
- Develop strategies to ensure efficient application of agency resources, minimize wastage and achieve highest standards of stewardship
- Directly supervise the building maintenance and repair for the office and residences
- Provide supervision on couriers to ensure that items documentation (for sent and received items) is carried out properly.
- Represent the Head of Administration
- Perform other duties when required
- Bachelors Degree in Law, Economics, Administration or Management. An MBA is preferable
- Must be a matured, motivated, problem solving individual with high levels of Initiative;
- Minimum of five years relevant administrative management experience, preferably with an International Organization
- Prior experience in supervising staff in a structured work environment
- Demonstrate excellent written and oral Communication skills
- Must demonstrate a good understanding of contemporary management best practices
- Must have excellent research and facilitation skills
- Excellent people skills;
- Demonstrate high level of initiative, diplomacy and tact
- Excellent knowledge of computer software - MS Office and Excel especially;
- Must be flexible and be able to work independently and as part of a team.
9th October, 2013
Method Of Application
Interested and qualified candidates should:
Click hereto download the CRS application form and send with a detailed CV attached as a word documents to: olajumoke.ogunjuyigbe@crs.org applicants must state the position applied for in the CRS application form and in the subject of the email e.g ADMIN OFFICER
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