Job ID: 13-9568 Location: Abuja, Nigeria Grade: C Group/Office: HPG Dept/Unit: GEN (General) Project/Program: A512 – Nigeria CaTSS Reports To: Operations Manager Overview
The Operations Assistant is responsible for ensuring the smooth operations of logistic provided by the Country Office Management Unit (COMU) by providing clerical support.
She or he works with the Operations Manager to make hotel and airline arrangements, provide assistance to staff in need of visas, assist Expats and TCN in obtaining Nigerian resident visas, coordinate the arrangement of materials and equipment as specified in the activity profiles and provide assistance to assure shipments to the projects clear customs in a timely manner
Specific Responsibilities
Arrange hotel for Nigerian staff, participants, consultants who are coming to Abuja for assignments
Arrange hotel for TDY staff coming to assist Nigeria teams
Assist staff in obtaining visas for international travel
Assist in making international and local travel arrangements
Arrange for telephones and internet modems for TDY and new staff, as the case may be
Provide assistance and follow up to Expats and TCNs on obtaining Nigerian resident VISAS
Assist in organizing for the dispatch of goods and equipment whenever required and ensure that packing list, waybills and export documentations where necessary are prepared and ensure that shipping details are communicated in writing promptly to the receiver
Calendar management, ensuring conference rooms are booked and Meeting/conference/activity logistics and making sure to update the records regularly
Arrange spaces for new employees making sure the availability of desks, chairs etc. are ready for them to use on the start day
Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity
Coordinate catering services for official functions within and outside the office location
Other tasks as requested by supervisor
Qualifications, Skills and Experience
Bachelor’s Degree and/or equivalent relevant experience
Verbal and written language skills in English required
Ability to work independently and take initiative
Ability to learn complex program procedures
Good typing skills.
Good memo composition and editing skills.
Good computer skills with sound knowledge of commonly used application software
Familiar with internet search engines and able to undertake background search on well-defined tasks
Able to work independently by managing priorities and workload within general schedule of work, instructions and standardized practices
Excellent command of written and verbal English
Takes initiative and can start/complete tasks with basic direction
Excellent Computer knowledge. Proficient in Word, Excel, Outlook and Power Point 2007 and knowledge of Photoshop. Learn and become proficient in the firm’s management system (Applied) and other carrier software or websites, as needed
Ability to Multi task and organize ongoing projects, looking for ways to become more efficient in completing tasks
Consistently looks for ways to help support
Demonstrated competence to assess priorities and manage a variety of activities in a time sensitive environment and meet deadlines with attention to detail and quality
Strong office and organizational skills
Demonstrated ability to work as an effective team member in a complex and fast paced environment
Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients and consultants
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