Administrative Assistance 172 views13 applications

Department: Programs

Location: Abuja

Reports to: Administrative Officer

Who we are:

Population Services International (PSI) is the world’s leading non-profit social marketing organization. We are a diverse group of over 5,000 entrepreneurial development professionals located in over 40 countries committed to making it easier for all people to lead healthier lives and plan the families they desire. PSI is using its global presence and 50+ years of experience to help reimagine healthcare. We are working to shape market systems, shift policy and funding, and strengthen global capacity to better support consumer empowered healthcare.

Join us!

We are seeking a dynamic and organized Administrative and Logistics Assistant to join our team. The ideal candidate will provide comprehensive administrative support and assist in managing logistics operations efficiently. This role requires a detail-oriented individual capable of multitasking and maintaining effective communication with various stakeholders.

Your contribution

You will be responsible for the following:

1. Administrative Support:
   • Manage incoming calls, emails, and correspondence, directing them to appropriate personnel.
   • Organize and maintain physical and electronic files and documents.
   • Assist in scheduling appointments, meetings, and travel arrangements for team members.
   • Prepare reports, presentations, and spreadsheets as required.
   • Coordinate office supplies procurement and maintain inventory levels.
   • Preparing outgoing packages for couriers
2. Logistics Coordination:
   • Assist in coordinating transportation and distribution of goods as per company requirements.
   • Liaise with suppliers, vendors, and shipping companies to ensure timely delivery of products.
   • Maintain accurate records of inventory, shipments, and logistics activities.
   • Monitor and track shipment progress, resolving any issues or delays that may arise.
   • Assist in optimizing logistics processes to improve efficiency and reduce costs.
   • Support proper monthly spot check of office asset.
   • Maintains an established network of contacts for general information.
   • Demonstrates high level of accuracy and attention to detail.
   • Arrange travel logistics for staff members, including booking flights, accommodations, and transportation.
3. Office Management:
   • Assist in coordinating office maintenance and repairs, ensuring a safe and comfortable working environment.
   • Manage relationships with service providers, including cleaning, security, and maintenance contractors.
   • Monitor office equipment and arrange for repairs or replacements as needed.
   • Track Fuel usage for generator and ensure no stock out.
   • Support the supervision of both the cleaner and the security team.
4. Support to Team:
   • Provide administrative support to various departments as required.
   • Assist in organizing company events, meetings, and conferences.
   • Collaborate with team members to streamline administrative processes and improve productivity.
5. Fleet Management:
   • Oversea PSI’s fleet of vehicles, including maintenance scheduling, inspections, and repairs.
   • Coordinate vehicle assignments and ensure proper documentation and licensing for all vehicles.
   • Track fuel usage, mileage, and maintenance records to optimize fleet performance and cost-effectiveness.
   • Address any fleet-related issues promptly, including accidents, breakdowns, or other emergencies.
   • Implement safety protocols and guidelines to ensure the safe operation of PSI’s vehicles.
6. Financial Support:

• Assist in managing financial processes such as expense reporting, invoicing, and budget tracking.

What are we looking for?

We are looking for someone with:

• Bachelor’s degree in business administration, Public Administration, Logistics, Supply Chain Management, or related field preferred.
• Previous experience in administrative support roles, preferably in a non-profit or international organization setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
• Strong attention to detail and accuracy in work.
• Excellent verbal and written communication skills.
• Ability to work both independently and collaboratively in a fast paced environment.
• Flexibility and adaptability to changing priorities and deadlines.
• Detail-oriented with a focus on accuracy in record-keeping and data management.
• Commitment to PSI’s mission and values.
• Strong self- starter with a strategic mindset
• Reference will be required.
• The successful candidate will be required to pass a background check.

The candidate we hire will embody PSI’s corporate values:

• Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
• Pragmatism: You will strive to deliver the best possible result with the resources available. You will not be paralyzed by a need to make things perfect.
• Honesty: You own your mistakes and are open about your shortcomings – it is the only way you will learn and improve.
• Collaboration: You will quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you will not succeed.
• Trust: You accept limits to your sphere of control and give colleagues the benefit of the doubt.
• Commitment: You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.

*Applications shall be reviewed on rolling bases.