JOB PURPOSEThe main function of the role is to provide effective administration and liaison support to the Country Office, including ensuring that the organization and its staff (both national and international staff) meet the legal requirements in terms of registration and immigration requirements. The position also supports staff movement, and ensures the general administration support to the Country Programme.Country Office and Field offices/guest house operates optimallyIncumbent will be responsible for ensuring that ALIMA premises, guest house and staff accommodation functions properly; contracts are renewed/revised as maybe needed.
Undertake periodic health and safety checks of all ALIMA premises in Abuja and make recommendations accordingly, ensuring all premises meet the health and safety standards through regular cleaning, maintenance and repairs.
Coordinates the allocation of apartments/guesthouse rooms to visitors and books all visitors and staff to hotels
Works with HR to ensure that international staff accommodation is equipped in accordance with ALIMA policies
Liaises with Office premises landlords to ensure that any repairs to facilities and fixtures are done in accordance with the lease
Ensures that office sitting arrangements and furniture is procured and delivered to all ALIMA office (Abuja)
Develops and monitors cost efficient systems for all facilities, admin expense and guest houses
Asset and Stock Management
Oversees that all ALIMA assets are tracked, documented and the register is kept up to date all the time and the register is shared monthly
Ensure that each asset custodian acknowledges assets in their possession and copies are filed
Oversees the tagging of all ALIMA assets
Develops and review SOPs for dealing with lost assets with approval from Coordination Team
Ensures that office supplies are always available in all ALIMA offices
Ensure efficient use of office supplies
Ensure office security through managing security guards as well as institute office access screening processes.
Government and Partner liaison
Provides day to day oversight for processing international staff entry permits, application and renewal of work permits, residence permits, visas, and authentication of documents
Provides visa processing support to staff travelling on official business
Processes and obtains duty free status letter from relevant government offices, and clears all ALIMA consignments, all expatriate personal effects when coming and going out of the country.
Oversee the timely processing of alien registration for visitors
Works with Human Resources Coordinator to ensure that ALIMA Nigeria registration documents are up-to-date
Liaises with ALIMA partners on admin and operations issues
General Admin, Travel and accommodation
Oversees that the office stationery and other amenities are available at all times and helps field offices with processing of requisitions in the same area where local markets are not flourishing
Oversee that staff travel is timely and any registrations required by UNHAS is up-to-date
Ensure that payments are done on time for services and goods received
Work with Logistics officer to develop SOPs for staff transport in country
Ensure that all Admin suppliers, rents, facilities bills, petty cash is paid/replenished in a timely manner
Review/develop SOPs for staff accommodation in Abuja and other major cities who travel on business
Oversee the staff welfare in coordination with HR and Logistics officer
Oversee delivery of mail, packages, supplies to Field offices
ReportingOversee that Asset register is updated and shared with Log Coordinator monthly.
Dealing with Problems:
Incumbent needs to ensure that all assets, regardless of location; are on the register ant updated monthly
There is a need for diplomacy and flexibility in dealing with partners and suppliers
The position requires that the post holder be able to respond to multiple, urgent demands from country team and other stake holders.
Dealing with conflicting demands and field operations challenges
Knowledge;
A degree in Human Resources, Business administration/Accounting or equivalent
Excellent technical knowledge on general administration areas as indicated by the duties above
Knowledge of operational and logistics support in volatile emergency conditions is an advantage
Knowledge of the Operations Manual to support a changing program
Firsthand experience and knowledge of working in conflict sensitive country environments
Knowledge of contract development and management
2 years working experience is required.
Language: English is mandatory (written, read, and spoken).
Applicants should send Cvs to recruitment@nigeria.alima.ngo
Apply via :
recruitment@nigeria.alima.ngo
