Job Vacancy: Administration Assistant at Save the Children

Save the Children is the world’s leading independent organization dedicated to helping children in need, with a presence in over 120 countries. We work to save children’s lives, fight for their rights, and help them reach their full potential. In Nigeria, where one in five children dies before their fifth birthday, nearly 40% miss out on education, and around 2 million children have lost one or both parents to AIDS-related diseases, we are committed to making a difference.

We are currently recruiting for the following position:

Job Position: Administration Assistant
Job ID: 8924
Location: Abuja
Reports to: Admin Officer
Direct Reports: Janitors
Team/Programme: Administration
Grade: 5
Contract Length: 2 years
Job Category: Business Support

Child Safeguarding

This is a Level 3 role, which means the position may involve regular contact with children or young people. In an overseas context, all posts are classified as Level 3, given the potential for unsupervised access to vulnerable children.

Key Responsibilities

General Administration:

• Monitor and ensure the proper use and maintenance of office equipment and supplies, reporting any repairs or replacements needed.
• Maintain an updated office equipment tracker.
• Support event planning and coordination, including booking venues, setting up conference calls, and circulating action points.
• Ensure meeting rooms are kept clean and managed efficiently.
• File and maintain relevant office documents.
• Keep records of all general program equipment (GPE) across country offices, staff houses, and guesthouses.
• Coordinate repairs for plumbing, electrical, and other maintenance needs at office locations and staff accommodations.
• Supervise janitors and ensure cleanliness and maintenance of office and guesthouse premises.
• Manage petty cash purchases for small office supplies and process invoices and expense claims.
• Assist in rent renewals and tenancy agreements.
• Ensure compliance with Save the Children’s quality standards, global policies, and guidelines.

Front Desk Management:

• Keep the front desk organized and ensure necessary materials are available.
• Greet and welcome visitors and staff courteously.
• Handle incoming and outgoing correspondences and letters.
• Take minutes of bi-weekly staff meetings, prepare agendas, and track actions.
• Manage meeting room bookings.
• Prepare monthly admin unit reports.
• Ensure external guests are promptly attended to and workspaces are provided for visiting staff.

Janitorial Supervision:

• Oversee daily operations of janitorial staff, ensuring tasks are completed on time and to high standards.
• Inspect premises regularly and address cleaning issues.
• Manage janitorial schedules, provide training, and maintain supply inventories.

Store Management:

• Assist the Admin Officer in managing stationery and consumables.
• Receive and inspect goods, ensuring they match order specifications.
• Issue supplies for workshops and maintain an organized inventory.
• Track usage and ensure efficient use of storage space.

Guest & International Staff House Management:

• Manage the daily operations of guest and staff houses, ensuring they are clean and well-stocked.
• Address guest concerns, manage check-ins/outs, and provide a secure environment.
• Supervise and train cleaning staff in housekeeping, kitchen, and laundry services.
• Oversee repairs, utilities, and supply management for guest and staff accommodations.

Other Responsibilities:

• Provide support across other administrative areas as needed.
• Assist in data gathering and analysis.
• Cover for administrative staff during absences or high workloads.

Skills & Experience

• Education: HND/B.Sc. in Social Sciences or a relevant field.
• Experience: Minimum of 1 year in a relevant role.
• Required Certificates: NYSC discharge/exemption certificate.
• Strong planning, organizational, and administrative skills.
• Ability to manage competing priorities in a dynamic environment.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Excellent communication skills, both written and verbal.
• Teamwork skills and a commitment to Save the Children’s mission and values.

Competencies

Delivering Results: Effectively prioritizes and completes tasks without direct supervision, aligning work with organizational goals.
Innovation & Adaptability: Open to new ideas and approaches to improve efficiency and overcome challenges.
Technical Expertise: Knowledgeable in technical and professional standards and upholds ethical behavior.
Teamwork: Actively supports and collaborates with team members to achieve common goals.
Communication: Ensures concise, clear communication and prepares effectively for meetings.

Safeguarding Responsibilities:

• Ensure vendors comply with safeguarding policies.
• Assist in organizing safeguarding induction for new staff, volunteers, and partners.

If you are passionate about making a difference, apply now for this exciting job vacancy and join us in our mission to save and improve the lives of children in Nigeria.