Administrative Assistant-Abuja

Position Description

Location: Abuja, Nigeria.

Position Status: Full-time, Regular

Safeguarding Risk Level:1

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action – helping people triumph over adversity and build stronger communities from within. Now, and for the future.

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been present in Nigeria since 2012, focusing its interventions on women’s empowerment, economic development and conflict mitigation. With the insurgency spilling over from the northeast of Nigeria and causing displacement of thousands of individuals, Mercy Corps interventions in Nigeria are implemented in a conflict and gender sensitive manner.

Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management and facilities & office management for successful program implementation. 

GENERAL POSITION SUMMARY:

The Admin Assistant will assist front desk support functions for the Mercy Corps Abuja office. This will include answering telephone, greeting visitors and reception, coordinate incoming & outgoing deliveries, and some time assist Administrative Officer on coordination of international and domestic flights and hotel accommodations.

ESSENTIAL JOB FUNCTIONS:

Overall responsible for front desk support activities in Abuja with compliance with MC administration and in-country policies

• Manage facilitates, office, guesthouses and expat accommodation.
• Ensuring national and international staff accommodation, halls, meals and venues for all Abuja based trainings, workshops and meetings.
• Ensure the timely top up of office and GH utility.
• Timely tracking of the prepaid unit meter daily usage and utility
• Responsible for maintaining and booking meeting rooms.
• Process payment request for vendors and follow up with Finance for timely payment.
• Ensuring that national and international staff accommodation are booked in good time and communicated.
• Custodian of petty cash, monthly or periodic cash count will be conducted by the finance team.
• Update tracker for stationary, beverage, dispenser water and refilled gas
• Organize a filling system for important and confidential documents.
• Raise PR and Task Order when necessary.
• Supervise the office and guesthouse cleaners.
• Support the Snr Administrative Officer on Visa on arrival for incoming visitor.
• Support the Snr Administrative Officer on sending out welcome pack and logistic arrangement to new expat visitor.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Other duties as assigned.

Safeguarding Responsibilities

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

SUPERVISORY RESPONSIBILITY: Cleaners

 REPORTS DIRECTLY TO: Senior Administrative Officer  

 WORKS DIRECTLY WITH: MC Nigeria Abuja team

KNOWLEDGE AND EXPERIENCE:

Minimum 2 years experience with office administration; computer skills are required, must be an independent thinker and have strong organizational skills; demonstrated experience scheduling and managing staff from multiple departments; Fluency in English and local languages (written and spoken).

SUCCESS FACTORS:

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks
• Willingness and ability to work effectively with a wide variety of people
• Excellent interpersonal skills
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Computer literate and strong organizational skills.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives. We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have a sustained global impact. We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, colour, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. By applying for this role an applicant confirms that they have not previously violated an employer’s sexual misconduct, sexual exploitation and abuse, child safeguarding or trafficking policy. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.

By applying for this position, I attest that I have never violated a sexual misconduct, sexual exploitation and abuse, child safeguarding or human trafficking policy and that I have never been disciplined for violating an employer’s code of conduct.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline (integrityhotline@mercycorps.org).

Note:

• Applicants should have their CVs and Cover Letters in one document addressing the position requirements.
• Female candidates who are qualified are strongly encouraged to apply.
• Note that Mercy Corps upholds a strict policy against accepting any form of bribe in our recruitment process. We prioritize fairness and transparency in our selection process.

Application Closing Date: Friday 23rd August  2024