Responsibilities
The admin officer is responsible for:

Ensuring that the secretariat runs smoothly
Ensuring good communication and flow of information within the project and GIZ office
Filing documents in reference files or in DMS in line with GIZ filing rules
Assisting team leader
Assisting the advisors in their administrative tasks (e.g., procuring tickets, organizing events)

Tasks
Secretariat work and services
The admin officer performs the following tasks:

Organizes and coordinates team leader’s schedules
Reminds, updates, and notifies the team leader of daily appointments
Answers, reviews, forwards and/or takes calls
Manages incoming and outgoing correspondence (post, fax, email) and prioritises and organizes it
Replies to and looks for correspondence(replies)
Prepares and organizes information materials for meetings
Help prepare visitor programmes, draws up travel schedules, organizes transport of visitors, and makes hotels and ticket reservations
Participates in internal and external team meetings, workshops and assists in documenting these e.g., by writing minutes
Photocopies and scans documents as needed
Supports in planning and organising of office events
Regularly draws up a list of forthcoming meetings and events

Administration and knowledge management
The admin officer will

Creates and address file with important contact addresses and maintains this
Helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance
Updates the filing system daily with incoming and outgoing correspondence

Communication and website management
The admin officer will

Helps research, create, and collate content for project website
Ensure project presentation at communication brainstorming sessions and meetings
Ensures accuracy of information disseminated in materials and on websites
Ensures that visibility and communication requirements are in line with regulations
Other internal and external communication actions performed as required

Facilities, logistics and equipment management
The admin officer is

Ensures that project equipment are in working order and furniture are in good condition for use
Maintains a schedule for the routine maintenance of equipment and furnishings
Liaises with IT and project facilities manager for more advanced repairs and maintenance
Maintains an inventory of project equipment and furniture
Reports damage/defects in office furnishings and equipment to project management and organizes and follow up on maintenance and repair
Maintains a schedule for movement and maintenance of project vehicles
Ensures project management approval for use of project vehicles
Maintains schedule for project drivers
Ensures adequate transportation for colleagues

Project management tasks
The admin office will:

Coordinates relevant activities at local level in consultation with the pillar head at NICOP as well as in cooperation with the partners, to ensure efficient implementation and organisation of the project
Prepares input for project/programme reports and draws up documents in accordance with project standards on communication and presentation
Handles contract management where needed including, but not limited to, offer preparation, impact monitoring, project progress review, reporting

General tasks
The admin officer will

Ensures that visitors (staff, counterparts, project staff or consultants) are comfortable
Organizes and coordinates project support staff and works well with them

Other duties/additional tasks
The admin officer will

Performs other duties and tasks at the request of management, e.g., assistance in accounting and procurement if qualifications allow.

Required qualifications, Competences and Experience
Qualifications

Bsc or HND in Secretarial Studies, Business Administration, Social Sciences, or other similar related studies

Professional experience

At least 5 years professional experience in a comparable position
Demonstrated experience with GIZ and European Union programmes
Specific experience on account and finance support
Confirmed practice on procurement processes

Other knowledge, additional competences

Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g., MS Office).
Good management and organisational skills
Customer and service-oriented attitude
Willingness to upskill as required by the task to be performed – corresponding measures are agreed with management
Have passion for and excellent understanding of the West African, especially Nigerian, entrepreneurship ecosystem
Excellent written and spoken communication skills in English. Additional Nigerian languages would be added advantage
Excellent team spirit and networking capacity
Highly motivated to work in a multicultural environment
Strong organizational competence
Proactive, independent, and flexible working style
Willingness to travel to project sites in Nigeria
Strong awareness and passion on gender and other inclusivity considerations.