We are a nonprofit organization that develops business solutions to poverty by linking people to information, capital and markets. Our work is rooted in the idea that hardworking people can generate income, jobs and wealth for their families and communities.
TechnoServe seeks a highly organized, detail-oriented professional to assist with administrative and logistics functions for TechnoServe Nigeria’s country office. The role is a critical function of the country office and ensures smooth office operations at all times.
Program/Practice/Department Overview:
The Operations Administrator will be part of the Operations department to support activities across TechnoServe Nigeria.
Primary Functions & Responsibilities:
Procurement
Support the Operations and Procurement Specialist with the daily requests and , facilitate shared office and program procurement process for various projects and follow set procurement policy and procedures.
Asset Inventory
Management of fixed assets and office supplies inventory.
Maintain office inventory and regularly update inventory records.
Travel and Logistics
Assist international and domestic travel requests for all staff.
As assigned, process all visa and work permit requests for staff in compliance with host Country guidelines.
Guide other office support staff such as drivers and cleaners to regularly comply with operational standards.
Coordinates paperwork and physical maintenance of fleet and logistics management.
Checking vehicle routes and speed limit application.
Supervision of project vehicle drivers at the central office.
Office Management
Inspect and track usage of office consumables and its facilities including utilities such diesel, generator maintenance, electricity and other health and safety regulators.
Drafting of reports relating to the Abuja office.
Receive invoices with all related supporting documents, Upload invoices to the shared drive daily and check them against the provided checklist forwarded to finance for processing.
Collection of fuel purchase invoices at the Abuja office and transmission to the finance department.
Assist the Operations lead and in-country Information Technology Specialist in coordinating monthly all-staff meetings and other administrative meeting requirements.
Draft correspondence, including reports, processes, and other administrative documents.
Assumes responsibility for document filing and applies initiative in developing office administrative procedures.
These are the requirements that any qualified candidate must meet. Typically includes:
Bachelor’s degree or Tertiary studies in Business Administration, Public Administration, Sociology, Office Management, or other relevant social sciences-related
Procurement certification or prior experience is an added advantage.
Preferred Qualification: Alternatively, have at least 2 years of work experience in an administrative / office management role, with responsibilities related to procurement preferably with an international NGO.
Travel: Ability to travel on occasion.
Language Requirement: Fluency in English both in writing and speaking.
Knowledge, Skills and Abilities:
Effective oral and written communication skills, and ability to work independently on multiple tasks simultaneously
Strong interpersonal, organizational, and communication skills
Experience with relevant software packages useful for preparing relevant work documents.
High Professional work ethic and integrity.
Ability to reason objectively, clear strong and strategic communication skills.
Good interpersonal and public relations skills.
Strong operational, analytical and management skills.
Ability to multitask competing priorities with minimal supervision.
Ability to work both as a team lead and a team member.
Operations Intern at TechnoServe
The Operations Intern is in charge of the day-to-day activities associated with running the central office in Abuja. Their duties include acting as a focal point for all departments, and handling administrative tasks while developing and enforcing office protocols.
This will be a learning experience occurring through the following responsibilities:
Administrative Support:
Welcoming visitors and answering telephone calls.
Entering and printing documents.
Recording of external documents after verification and transmission to the appropriate recipient
Support Logistics during training workshops for field activities.
Support the overall management of office facilities
Support the maintenance of the file for the tracking of fuel
Recording of outgoing and incoming mail.
Request for purchase and repairs of the needs of the Abuja office.
Ensure the proper deposit and documentation of office keys.
Provide petty cash vouchers and payment of petty cash expenses.
Ensure maintenance of petty cash register.
Submit monthly petty cash fund reconciliation with all related documents.
Vehicle and Generator Reports:
Entering data from each vehicle’s logbook into the vehicle tracking file.
Entry of all expenses relating to project vehicles.
Monthly check of average fuel consumption per hundred
Verification of log book reports and other vehicle-related paperwork.
Supervision of office maintenance, gardening, and security service.
Daily monitoring of the cleanliness of the premises and recommendations as needed.
Provide all the necessary items for the coffee break of the TNS staff during meetings and events.
Monitoring the actual presence and work well done by maintenance and security agents.
Ensure proper documentation of all movable and immovable property of the central office.
Support other evolving needs within the demands of the office on the role.
