AED Vacancy for Program Assistant

AED is a non-profit organization working globally to improve education, health, civil society, and economic development - the foundation of thriving societies. In collaboration with local and national partners, AED fosters sustainable results through practical, comprehensive approaches to social and economic challenges. AED implements more than 250 programs serving people in all 50 US State and more than 150 countries. 

AED has been awarded the USAID-funded Malaria Action Program for States (MAPS) project designed to support the Nigeria National Malaria Strategic Plan and National MAlaria Control Program (NMCP). The project will increase the quality, access, and uptake of specific malaria control interventions, including insecticide-treated nets (ITNs), artemisinin-based combination therapies (ACTs), expanded use of rapid diagnostic tests (RDs), and delivery of intermittent preventive treatment (IPTp) to pregnant women.

AED Nigeria  is currently recruiting candidates to fill a number of exciting positions with the Malaria Action Program for States (MAPS) Project in Abuja as well as state offices in Zamfara, Cross River, and Nassarawa.

Job Title: Program Assistant

Job Description

The Program Assistant will assist in procurement, administrative duties, and the logistical coordination of project activities.

Essential Job Functions

  Organize and maintain consistent and transparent filing systems for various reports, correspondence, procurement, payroll, and personnel administration.

  Oversee the procurement process for supplies, equipment, and services (obtain quotations, prepare purchase orders, complete payment requests if necessary, and prepare justifications of expenditures).

  Manage official services, such as answering the phone; recording messages; take minutes of meetings; receive visitors; type, proof-read, review, correct, and print documents; and prepare fax and e-mail messages.

  Manage petty cash.

  Oversee travel logistics (including hotel reservations, booking airfare, and arranging local travel and transport) for staff, consultants, and visitors.

  Arrange meeting and workshop logistics as necessary.

  Organize and maintain a documentation center for MAPS Project documents.

  Maintain communications and manage networking with partners and other organizations working in the field to share information as deemed appropriate.

  Perform routine office tasks as requested, including answering the telephone, sending and receiving faxes, and scanning and photocopying.

  Trouble shoot issues with equipment as necessary or communicate issues to IT/management.

  Assist in the preparation of project reports, including annual and quarterly reports, memos to client and AED HQ, and other deliverables.

  Perform office management tasks and assist in the supervision of support staff (driver and utility workers).

  Provide assistance to internal and external project auditors in checking files and documentation.

  Assist with the set-up and establishment of new office, procure furniture, equipment, and service contracts in accordance with USAID and AED rules and regulations.

  Assist in the oversight and tracking of project inventory; ensure security protocols are observed.

  Support the project in start-up and close-out activities.

  Complete other duties as assigned.

Qualification/ Requirements

  Degree or diploma in Business Management, Business Administration, Accounting, Finance, or other relevant field.

  Minimum of two years working in a similar capacity with an international or Nigerian NGO.

  Experience using and troubleshooting office equipment, including fax machines, printers, scanners, and computers.

  Proficiency with Microsoft Office Suite, especially Word, Excel, and PowerPoint.

  Ability to work and manage assignment independently with limited supervision.

  Knowledge of USAID rules and regulations; prior experience working with USAID or a USAID-funded NGO highly desirable.

  Fluency in written and spoken English.

  Strong administrative and communication skills.

  Ability to multi-task as well as respond to and prioritize requests from HQ and local management in a timely manner.

Method of Application

To be considered for this position, please submit a resume and contact information to:

nigeriarecruitment@aed.org

NB: Specify the position and location in which you are interested. Title/ subject of the mail should be "Nigeria MAPS Hire.

Submissions may also be delivered/mailed in hard copy to:

Attn: Dr. Olufemi Oke/C-CHANGE Office

7th Floor, Labour House

Plot 820/821, Off Ralph Shodeinde Street

Central Business District, Abuja

Application Deadline

16th December, 2010