Administrative Assistant at Population Services International (PSI)

Population Services International (PSI) is the world’s leading non-profit social marketing organization. We work to make it easier for people in the developing world to be healthy by providing access to products and services that range from mosquito nets to HIV testing. There are over 7,000 “PSI’ers” around the world. It’s a motivated group of entrepreneurs and professionals with a diverse range of backgrounds all the way from the medical industry to the music business, all with unique skills we bring to the job.

We are recruiting to fill the position below:

Job Title: Administrative Assistant

Location: Abuja
Employment Type: Full-time

Job Description

• 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.
• Coordinate office supplies procurement and maintain inventory levels.
• Preparing outgoing packages for couriers
• Assist in scheduling appointments, meetings, and travel arrangements for team members.
• Prepare reports, presentations, and spreadsheets as required.

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.
• 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.
• 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.

Office Management:

• Assist in coordinating office maintenance and repairs, ensuring a safe and comfortable working environment.
• Track Fuel usage for generator and ensure no stock out.
• Support the supervision of both the cleaner and the security team.
• Manage relationships with service providers, including cleaning, security, and maintenance contractors.
• Monitor office equipment and arrange for repairs or replacements as needed.

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.
• 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.
• Track fuel usage, mileage, and maintenance records to optimize fleet performance and cost-effectiveness.

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.
• 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
• 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.
• 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
Interested and qualified candidates should send their comprehensive Resume with a Cover Letter as one PDF / Word document to: [email protected] using "Administrative Assistant" as the subject of the e-mail.

Note: Due to high volume of applications, only finalists will be contacted

Application Deadline  30th April, 2024.