Administrative Support (TA), Global Fund (GF) - Malaria Consortium - Kaduna State Office, Nigeria
(2023-08 - 2023-11)
- To ensure smooth administrative functions for the effective management of the Seasonal Malaria Chemoprevention (SMC) implementation in the Kaduna State office and conclusion of vendor and personal payment.
- To plan vehicles movement, track individual trips and getting security clearance before embarking on trips.
- To support the state administrative officer in ensuring ease of workload, fast track procurement process to enable fill documentation and payment of vendors.
- To liaise with the procurement and admin officer in the coordinating vendor payments and Administrative tasks for SMC Philanthropic funding project
- To review and collate all procurement support documents to ease and fast track finance carryout payment.
- Ensure proper filling of SMC related support document for payment.
- To resolve pending issues related to administrative task.
- To ensure meeting venues for activities are set and public address systems are functioning properly.
- To carry out other duties as may be assigned.
Administrative Officer, Head Office - Material Newborn and Child Health Programme (MNCH2), DfID Funded Project - Kano State, Nigeria
(2015-05 - 2019-12)
My responsibilities are to coordinate all operational and administrative activities of the office, including travels, logistics activities, facility management, events, insurance, fleet management, assets management, procurement of goods and services on a daily and long term basis.
- To organize and facilitates meetings, conferences and other special events, coordinates and attends committee meetings, responsible for logistics arrangements for all events and meetings including refreshment when necessary.
- To coordinate national employee travel requests, and to maintain trip schedules and staff movement board.
- To engage approved vendors to provide flight tickets, hotel accommodation and car hire services when the need arises.
- To provide support to all Finance & Admin Officers and Admin Assistants at MNCH2 State Offices in Zamfara, Katsina, Botno, Kaduna, Kano and Jigawa, regarding operations/ administrative related issues.
- To provide guidance and direction to other domestic staff and drivers in the hygiene and cleanliness of the office and it's environment, including company's vehicles.
- To ensure that all drivers adhere to the organization's policies and procedures regarding safety of staff, filing their logbooks correctly for the usage of the company's vehicle.
- Managing and tracking all vehicles on the fleet, including movement planning and day to day allocation.
- To ensure vehicle documents, are up to date and vehicles are in line with Nigerian traffic rules.
- To seek for approvals from the security focal person about security situations before technical staff move to the field.
- To ensure first aid kits are available at all times both in the office premises and all company's vehicles.
- To ensure proper maintenance and repairs of office facilities and office equipment, such as office building maintenance, generators, vehicles, communications equipment, computers, air conditioners and other office equipment and to submit monthly report to my line manager.
- To ensure facility lease agreement and other service provider agreement are up to date and renewed as at when due.
- Maintaining up to date assets control of all assets, including purchase plan, tracking donor, tagging, registration, verification, value, and location of assets, managing staff issuance and recording all assets movements and disposal.
- Follow through with the purchasing of office supplies and ensure that a procured items are of high quality and fit for purpose.
- Maintain and update supplier information such as qualifications and product ranges. Organize a filling system for important and confidential company documents.
- To maintain physical warehouse and to carryout on the spot check on the stock.
- To ensure budget holder and my line manager are informed about all stock under expired and other irregularities in the warehouse.
Administrative Officer - GRID Business Resources / Support to National Malaria Programme (SuNMaP), DfID Funded Project - Dutse, Jigawa State, Nigeria
(2012-04 - 2015-05)
- To coordinates the day to day general administration of the office including payment, procurement of goods and services.
- To coordinates general logistics in the state including travel arrangements for staff, program partners, and other stakeholders, hotel reservation, booking venues for meetings and workshops.
- To organize and facilitates meetings, conferences and other special events, coordinates and attends committee meetings, responsible for logistics arrangements for all events and meetings including refreshment when necessary.
- To coordinate national employee travel requests, and to maintain trip schedules and staff movement board.
- To engage approved vendors to provide flight tickets, hotel accommodation and car hire services when the need arises.
- To provide support to all Finance & Admin Officers and Admin Assistants at MNCH2 State Offices in Zamfara, Katsina, Botno, Kaduna, Kano and Jigawa, regarding operations/ administrative related issues.
- To provide guidance and direction to other domestic staff and drivers in the hygiene and cleanliness of the office and it's environment, including company's vehicles.
- To ensure that all drivers adhere to the organization's policies and procedures regarding safety of staff, filing their logbooks correctly for the usage of the company's vehicle.
- Managing and tracking all vehicles on the fleet, including movement planning and day to day allocation.
- To ensure vehicle documents, are up to date and vehicles are in line with Nigerian traffic rules.
- To seek for approvals from the security focal person about security situations before technical staff move to the field.
- To ensure first aid kits are available at all times both in the office premises and all company's vehicles.
- To ensure proper maintenance and repairs of office facilities and office equipment, such as office building maintenance, generators, vehicles, communications equipment, computers, air conditioners and other office equipment and to submit monthly report to my line manager.
- To ensure facility lease agreement and other service provider agreement are up to date and renewed as at when due.
- Maintaining up to date assets control of all assets, including purchase plan, tracking donor, tagging, registration, verification, value, and location of assets, managing staff issuance and recording all assets movements and disposal.
- Follow through with the purchasing of office supplies and ensure that a procured items are of high quality and fit for purpose.
- Maintain and update supplier information such as qualifications and product ranges. Organize a filling system for important and confidential company documents.
- To maintain physical warehouse and to carryout on the spot check on the stock.
- To ensure budget holder and my line manager are informed about all stock under expired and other irregularities in the warehouse.
- Maintain effective relationship with existing service providers, such as; Hotels, car hire services, travel agencies, DSS, servicing and security companies.
- To ensure the smooth running and proper maintenance of project vehicle, and all office equipment including generator, computer units, air conditioners and the building facilities.
- Maintain and update inventory and fixed asset register on regular basis and ensure all assets are tagged properly.
- Provide support in supervising the full range maintenance of office facility in the State office.
- Provide support to staff such as, Cleaners, driver and four (4) Security Guards) for purpose of ensuring a clean, healthy, organized and secured office environment.
- Served as the office procurement officer, by ensuring due process and procurement procedures and policies are followed.
- Keeping and regularly updating stock cards for all consumables.
- Maintained a good relationship with State Security service (SSS), ensuring compliance of foreign visitors and to provide adequate security briefing.
