Overall Objective
The Grant/Administrative Assistant will provide essential administrative and operational support to the Global Fund Grant Management Unit (GMU).
This role ensures the smooth functioning of office processes, effective documentation, and support for staff, logistics, and reporting needs.
The position contributes to achieving programmatic and organizational objectives while maintaining compliance with donor and internal policies.
Key Responsibilities
Administrative and Operational Support:
Provide direct support to the office of the Coordinator, GMU.
Perform general office duties, including filing, photocopying, scanning, and maintaining records.
Maintain effective internal controls for inventory and stores, ensuring timely availability of office supplies.
Monitor asset conditions and promptly report damages or faults to the Admin Officer.
Supervise cleaning staff to ensure a consistently clean and tidy workplace.
Support the processing of staff leave requests.
Documentation and Record Management:
Dispatch, document, and track movement (incoming and outgoing) of files, memos, and packages.
Participate in internal and external meetings, documenting minutes, and assisting in the preparation of presentations and reports.
Payroll and Financial Support:
Assist in preparing monthly payroll and other staff allowances, ensuring timely and accurate submission.
Prepare and submit expense reports and reimbursement requests
Logistics and Travel Management
Arrange travel logistics for grant-related activities, including airport and hotel pickups where required.
Provide support in organizing meetings, workshops, and conferences, ensuring all logistics are covered.
Other Duties:
Ensure compliance with organizational and donor guidelines in all tasks.
Undertake additional duties as assigned to support GMU operations.
Qualifications and Experience
A University Degree, HND, or recognized equivalent in Administration, Management, or a related field.
Minimum of 2 years of relevant experience in administrative or project assistant roles.
Experience working with Global Fund grants is an added advantage.
Familiarity with the Nigerian public health sector is highly desirable.
Skills and Competencies:
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
Knowledge of grant management software or tools is an added advantage.
Strong organizational and multitasking abilities.
High proficiency in English, both written and verbal.
Ability to draft quality reports, minutes, and official correspondence.
Strong intrapersonal and interpersonal communication skills.
Goal-oriented with a proven ability to meet targets under pressure.
Attention to detail and excellent problem-solving skills.
Flexible, with demonstrated integrity and cultural awareness.
Ability to work independently and collaboratively as part of a team.
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