Oxford Policy Management (OPM), UK Vacancy for an Administrative and logistics Assistant

Oxford Policy Management (OPM), UK is together with other partners, managing the implementation of two projects financed by the UK Department for International Development. The ORIE project undertakes research and evaluation for a large programme to improve nutrition in Northern Nigeria.
The EDOREN project undertakes research, evaluation and the assessment of data quality in education. The two projects share a single project office in Abuja. We are currently recruiting an office administrative assistant who will work with the national Project Administrator to ensure the office functions smoothly and effectively.

Position: Administrative and logistics Assistant
(PROJECT:   OPM, EDOREN and ORIE Projects Nigeria
Location: Abuja, Nigeria
Reports To: National Project Administrator
Salary: A competitive starting salary will be commensurate with background and experience
Term: One year with possible extension, depending on performance Job Summary
The Administrative assistant will assist in the day-to-day office management and operations of the project office to ensure smooth operations. Key roles and responsibilities of this position are listed below.

Responsibilities/Duties:

• Ensure timely opening of office and perform front office duties and ensure all official visitors are guided, directed appropriately and maintain inventory of visitors as well as staff movement/log
• Assist the project Administrator in managing logistics associated with staff and consultant travels, including air tickets and hotel reservations, and following security procedures.
• Make cash withdrawals and deposits on the project bank accounts as approved by the project Management
• Raise Payment vouchers, procurement requests and other financial documentation required for making payments/ cash disbursement and write cheques for all approved payments
• Maintain, operate and update the established filing system to ensure easy retrieval of documents as need arises. Maintain the information in electronic and hard copy files as appropriate.
• Assist the Project Administrator in the Management of established inventory system; ensuring inventorys updated, accurate and fully documented.
• In consultation with the Project Administrator manage the conference room and all equipment therein and be responsible for scheduling its usage.
• Assist the Project Administrator in procurement with a view to ensuring procedural requirements are followed and documentation is maintained.
• Operates photocopying and binding machines as requested, and in consultation with line supervisor arrange for machine and other project equipment service and repair as need arise
• Take responsibility for cash disbursement in line with established cash disbursement guidelines as established for the Abuja office.
• Assist with other office tasks as directed by the National Project Administrator

• Minimum OND/ NCE in Business Management, Finance, Secretarial Administration or related field
• Ability to use spreadsheet, word processing and email business application packages.
• Demonstrated experience in use and operation of standard office equipment e.g photocopier, fax etc Previous experience in a similar organization an advantage
• Demonstrable knowledge of basic procurement guidelines /requirement Knowledge of formal filing and documentation systems

• Basic knowledge of office routines and procedures
• Flexible, organised and dependable
• Willingness to travel away from Abuja to other states – especially Northern Nigeria
• Ability to speak Hausa an advantage
• Willing to follow instructions, but also show initiative when required
• Good interpersonal and communication skills
• Ability to interact with all cadre of staff/ partners and be a good team player
• Detail-oriented, honest and patient.