Head of Administration at Leprosy and TB Relief Initiative Nigeria (LTR)

Job Title: Head of Administration
Job Type: Full Time
Qualification: BA/BSc/HND
Experience: 5 – 7 years
Location: Plateau
Job Field: Administration / Secretarial, NGO/Non-Profit

Job Reference Number: LTR (FAU)/_2023/HOA/001
Location: Jos, Plateau State.
Reports to: Executive Director

Job Summary:

The Head of Administration (HOA) will undertake diverse administrative and clerical tasks to facilitate the implementation of the GC7 grant. This includes providing support to the program implementation team and other staff, assisting with daily office requirements, and overseeing LTR’s general administrative activities. The role involves managing logistical support services for the program implementation team and overseeing the general office management of the Global Fund (GF) GC7 grant.

Key Responsibilities:

  1. Coordinate all administrative and secretarial support services for the implementation of the Global Fund (GF) GC7 grant.
  2. Ensure the effective day-to-day operations of the office.
  3. Support in coordinating internal and external meetings, trainings, venues, logistics, provision of materials, and refreshments, particularly during multiple meetings.
  4. Work with the team to provide logistical support to staff/visitors, including liaising with the program management unit on team itineraries and appointments according to schedules developed by department members.
  5. Assist in the documentation and archiving of program documents.
  6. Arrange travel logistics for staff, consultants, and training participants, including hotel reservations and, where required, arranging airport and hotel pick-ups.
  7. Coordinate staff meetings, set up conference rooms and meeting rooms, order and set up audio-visual equipment and agendas, take minutes of meetings, and write reports as requested, filing records of all meetings.
  8. Record minutes of staff meetings and circulate them among staff and meeting attendees.
  9. Assist with the production of presentation materials for staff members.
  10. Perform office equipment tasks, such as making necessary arrangements for telephone and email services, obtaining quotations for required services, and arranging for repairs of office equipment.
  11. Collate and file quarterly, monthly, and weekly reports and harmonize quarterly and monthly work plans.
  12. Make travel arrangements as requested by program staff and facilitate the retirement of trips by staff.
  13. Track the Global Fund (GF) GC7 grant work plans and activities.
  14. Coordinate, monitor, and supervise security staff.
  15. Conduct weekly and monthly supervision of office motor vehicles, as well as the drivers, with a daily vehicle checklist.
  16. Perform any other duties as assigned.

Education and Work Experience Requirements:

  • Possession of a B.Sc or Higher National Diploma (HND) in Business administration or any of the Social Sciences.
  • Professional certification in recognized professional bodies will be an added advantage.
  • Minimum of 5 years hands-on experience in an NGO or Grants operational environment is required.
  • Experience in the Implementation of the Global Fund (GF) grant is an added advantage.

Desired Competencies:

  • Proven experience as an Administrative Officer.
  • Applicants should be able to work independently with minimal supervision.
  • Knowledge of office management systems and procedures.
  • Proficiency in the use of computer applications (Microsoft Office, etc.).
  • Excellent time management skills and the ability to prioritize work.
  • Attention to detail and problem-solving skills.
  • Working knowledge of office equipment, like printers, photocopiers, computers, etc.
  • Analytical mind and fluency in written and oral communication.
  • Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.

Method of Application:

Interested and qualified candidates should submit their “Cover Letter and CV in a single file, saved with your name and job title” in Word format to: [email protected]

The subject of your mail should be “LTR (FAU)/_2023/HOA/001-STATE”.

E.g., Applicants for the position for Gombe state should use “LTR (FAU)/_2023/HOA/001-GOMBE STATE”. Applicants for the position for Yobe state should use “LTR (FAU)/_2023/HOA/001-YOBE STATE,” and so on for other states.

Please note that candidates with the wrong subject in their email stand a chance of being disqualified.