Ad hoc Administrative Assistant 61 views0 applications

African Field Epidemiology Network (AFENET) is a non-profit networking and service alliance of Field Epidemiology (and aboratory) Training Programs (FELTPs), and other applied epidemiology training programs. AFENET has operations in over 31 countries in Sub-Saharan Africa or the World Health Organisation Africa Region (WHO – AFRO). Established in 2005, AFENET is dedicated to helping Ministries of Health in Africa build strong, effective, sustainable programs and capacity to improve public health systems on the African continent. The network’s goal is to strengthen field epidemiology and public health laboratory capacity to contribute effectively to addressing epidemics and other major public health problems in Africa.

We are recruiting to fill the position below:

Job Title: Ad hoc Administrative Assistant

Location: Abuja (FCT)
Employment Type: Temporary

Background

• The African Field Epidemiology Network (AFENET) is a non-profit organization established in 2005 with a mission to improve human health through the strengthening and expansion of applied epidemiology and laboratory capacity in partnership with Ministries of Health/National Public Health Institutes, Non-Governmental Organizations, international agencies, private sector, and other public health agencies.
• National Stop Transmission of Polio (NSTOP) Program was established in July 2012 in response to the National Polio Eradication Emergency Plan (NPEEP) to strengthen the Nigeria polio eradication program at the operational level. NSTOP works in collaboration with Government Ministries, Agencies and other implementing partners.
• The project’s purpose is to provide Nigeria with high quality and culturally competent technical field support staff in high-risk areas to implement the polio eradication emergency plan (NPEEP) and PEI accountability framework and build local capacity to improve maternal and child health indices strengthen the Nigeria polio eradication program at the operational level. NSTOP works in collaboration with Government Ministries, Agencies and other implementing partners.

Position Description

• The Ad hoc Administrative Assistant will provide comprehensive administrative and logistical support to ensure smooth implementation of program activities.
• The role will support program and operations staff, maintain accurate activity records and payments, manage correspondence, coordinate logistics, and facilitate communication with stakeholders.
• The Administrative Assistant is expected to be detail-oriented, proactive, and able to work under minimal supervision while delivering high-quality support to the team.

Responsibilities

• Perform a variety of administrative and operational duties for the project.
• Perform a variety of routine clerical support functions including word processing, data entry and other related duties as assigned.
• Assist with Budget management and monitoring.
• Provide logistical support for staff and other stakeholders.
• Prepare and follow up on payment requisitions regarding various activities within the project.
• Maintain an accurate and detailed calendar of the various events, due dates and schedules related to the assignment with the programs to ensure these activities occur as schedules.
• In charge of receiving and distributing incoming and outgoing correspondence about the project assigned.
• In liaison with the various program/project stakeholders assist in drawing program activity plans and observing their executions as scheduled.
• As assigned, prepare orders for purchase of materials, supplies and equipment upon approval and maintain records of transactions of the same.
• Attend meetings: take, transcribe, and distribute minutes concerning the respective program as directed.
• Establish and maintain a variety of records and filing systems pertaining to areas of responsibility.
• Maintain field reports from staff/stakeholders assigned to field activities.
• In consultation with the immediate supervisor, we make travel arrangements for various personnel/stakeholders under the project.
• Maintain records of projects.
• Prepare and submit periodic project expenditure and activity trips reports.
• Handle any other assignment that may be assigned from time to time.

Qualifications and Work Experience Required

• Bachelor’s Degree in Business Management, Public Administration, Economics, Social Sciences, or a related field.
• Minimum of 5 years of proven post-graduate work experience in administration within a corporate environment or a reputable organization, preferably an NGO.
• Demonstrated experience in handling administrative, financial, and logistical functions.
• Previous experience supporting program teams or senior management is an added advantage.

Required Skills and Competencies:

• Strong customer service orientation with excellent verbal, written, and interpersonal communication skills.
• Ability to work independently with minimal supervision, while also being an effective team player.
• Strong planning, coordination, and organizational skills with keen attention to detail.
• Proven ability to work under pressure, manage competing priorities, and meet strict deadlines.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook) with strong spreadsheet management skills.
• High level of integrity, discretion, and professionalism in handling confidential information.
• Proactive, resourceful, and adaptable to changing demands and work environments.

Duration and Timeline

• This position is a 6-month contract, with the possibility of extension based on project needs, performance and availability of funding for the project. The expected start date is 01 December 2025.

Application Closing Date
7th November, 2025.

Application Instruction and Notice

• The application package should include a Cover Letter, current Curriculum Vitae and necessary certificates and testimonials.
• Candidates should indicate the appropriate position in their application letter.
• AFENET is an equal-opportunity employer. Only shortlisted applicants will be contacted.
• Qualified females are strongly encouraged to apply.