Operations and Administrative Officer at Global Alliance for Improved Nutrition (GAIN)

AI summary

The Operations and Administrative Officer will provide high-level operational and administrative support to the GAIN Nigeria country programme, ensuring smooth office operations and facilitating communication across teams. Based in Abuja, the role involves project operations, administrative support, office management, and documentation support. The position requires coordinating travel, managing payments, and liaising with internal and external stakeholders.

• Serve as focal point for project-related administration and payments.
• Coordinate domestic and international travel and logistics.
• Manage office inventory and ensure compliance with quality standards.

Original source description

Job Title: Operations and Administrative Officer Location: Abuja Classification: Grade 3 Travel required: 20% Overall Purpose The Operations and Administrative Officer will provide high level operational and administrative support to the GAIN Nigeria country programme actively ensuring the smooth running of the country office operations and facilitating effective communication across teams in the Nigeria office. The position will work closely with Project teams, Procurement and finance team, State Field Offices and external parties. Tasks and Responsibilities: Project Operations: Serve as focal point for all project related queries relating to administration, and payment from implementing partners, service providers and Government officials. Facilitate approvals for all programme payments related to flight, accommodation and events booking. Responsible for organising domestic and international travel and logistics including flights, visa requirements, hotel accommodation and meeting schedules. Work closely with the Project Officer PRiFN to ensure that all operational support under WFP project is provided. In collaboration with the Procurement Team, ensure that all project-related procurements are initiated and completed in a timely manner. Administrative Support: In collaboration with Security Manager conduct hotel and venue assessment to ensure facilities, comply to GAIN’s standard and ensure value for money. Maintain an organized electronic filing system for the country’s operations payment and procurement related documents. Identify administrative and operational gaps and roll out regular training to address the gaps. Collaborate with GAIN IT Team to ensure Office IT systems are functioning efficiently and ensures the organization and maintenance of paper and electronic filing systems that facilitate easy access to information for Nigeria and global staff. Serve as the Nigeria office first contact point for local service providers and maintain a good communication and working relation. Coordinate the weekly country office meetings and facilitate minutes taking. Prepare formal correspondence including letters, reports, contracts, and other administrative documents. Provides guidance for country staff and global staff for travel claims. Support travel plans and claims for Country Director. Work closely with Finance, Programs, Procurement, and Management teams to ensure smooth administrative processes. Support the development and improvement of administrative and payment standard operating procedures. Office Management: Collaborate with GAIN IT team to ensure office IT systems are functioning efficiently and ensures the organization and maintenance of paper and electronic filing systems that facilitate easy access to information for Nigeria and global staff. Responsible for safeguarding and managing GAIN’s office inventory and assets system Ensure compliance with Quality Standards in relation to Office management, travel and general administration. Work closely with the State Finance and Admin Assistants to support smooth and effective operations across the state offices Documentation Support: Ensure all vendor documentation is complete, accurate, and properly authorized using an established checklist. Verify supporting documents such as invoices, contracts, delivery notes, for approvals. Follow up on payments and resolve documentation gaps in a timely manner. Ensures all documents are filed and kept for auditing purposes according to GAIN’s internal procedures Key Organisational Relationships Reports to Head of Operations Works closely with staff in the Nigeria office on all administrative and operations related activities External suppliers and stakeholder organizations in Nigeria Liaise as required with GAIN’s global team Job Requirements: Educational Qualification: Bachelor’s Degree in Business Administration, Accounting, or a related field Professional certification in administrative management is desirable. Experience: Experience: in programme operations and administrative support for a country office. Experience: in negotiating service contracts and ensuring value for money. Experience: working with stakeholders, service providers such as travel agencies, hotels and event planners. Experience: of setting up office administrative systems. Experience: working with payment processing and purchase orders is an advantage. Prior experience: in an NGO or donor-funded environment is desirable. Competencies: Good working computer knowledge with proficiency in basic office software, especially MS Office, Excel and PowerPoint. Excellent communication skills in order to deal tactfully and sensitively with a wide range of people. Excellent organisational skills and a track record of consistently prioritising delivery on time Demonstrates initiative, commitment and ability to work under pressure Ability to work collaboratively with all staff Honest and ethical work culture Pleasant disposition with a good-natured, cooperative attitude Reliable, responsible, and dependable and fulfilling obligations Good attention to detail in completing assigned tasks Flexible, adaptable and ability to take initiatives Other requirements: Business acumen with a focus on value for money Comfortable to travel up to 10% of the time What GAIN Offers A competitive renumeration package Flexible working hours through hybrid working opportunities Friendly working environment Professional development opportunities The chance to make a lasting contribution to reducing global malnutrition Application Closing Date Not Specified. 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