Administrative Assistant at Population Services International (PSI)
Population Services International (PSI) is the world’s leading non-profit social marketing organization.
We work to make it easier for people in the developing world to be healthy by providing access to products and services that range from mosquito nets to HIV testing.
There are over 7,000 “PSI’ers” around the world. It’s a motivated group of entrepreneurs and professionals with a diverse range of backgrounds all the way from the medical industry to the music business, all with unique skills we bring to the job.
Your Contribution
You will be responsible for the following:
Administrative Support:
Manage incoming calls, emails, and correspondence, directing them to appropriate personnel.
Organize and maintain physical and electronic files and documents.
Coordinate office supplies procurement and maintain inventory levels.
Preparing outgoing packages for couriers
Assist in scheduling appointments, meetings, and travel arrangements for team members.
Prepare reports, presentations, and spreadsheets as required.
Logistics Coordination:
Assist in coordinating transportation and distribution of goods as per company requirements.
Liaise with suppliers, vendors, and shipping companies to ensure timely delivery of products.
Maintain accurate records of inventory, shipments, and logistics activities.
Maintains an established network of contacts for general information.
Demonstrates high level of accuracy and attention to detail.
Support proper monthly spot check of office asset.
Office Management:
Assist in coordinating office maintenance and repairs, ensuring a safe and comfortable working environment.
Track Fuel usage for generator and ensure no stock out.
Support the supervision of both the cleaner and the security team.
Manage relationships with service providers, including cleaning, security, and maintenance contractors.
Monitor office equipment and arrange for repairs or replacements as needed.
Support to Team:
Provide administrative
Assist in organizing company events, meetings, and conferences.
Collaborate with team members to streamline administrative processes and improve productivity.
Fleet Management:
Oversea PSI’s fleet of vehicles, including maintenance scheduling, inspections, and repairs.
Coordinate vehicle assignments and ensure proper documentation and licensing for all vehicles.
Address any fleet-related issues promptly, including accidents, breakdowns, or other emergencies.
Implement safety protocols and guidelines to ensure the safe operation of PSI’s vehicles.
Financial Support:
Assist in managing financial processes such as expense reporting, invoicing, and budget tracking.
What are we looking for?
We are looking for someone with:
Bachelor’s Degree in Business Administration, Public Administration, Logistics, Supply Chain Management, or related field preferred.
Previous experience in administrative support roles, preferably in a non-profit or international organization setting.
Flexibility and adaptability to changing priorities and deadlines.
Strong attention to detail and accuracy in work.
Excellent verbal and written communication skills.
Ability to work both independently and collaboratively in a fast paced environment.
Reference will be required.
The successful candidate will be required to pass a background check.
The candidate we hire will embody PSI’s corporate values:
Measurement:
You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
Pragmatism:
You will strive to deliver the best possible result with the resources available. You will not be paralyzed by a need to make things perfect.
Honesty:
You own your mistakes and are open about your shortcomings – it is the only way you will learn and improve.
How to Apply
Interested and qualified candidates should send their comprehensive Resume with a Cover Letter as one PDF / Word document to: jobs@psinigeria.org using “Administrative Assistant” as the subject of the e-mail.
Note: Due to high volume of applications, only finalists will be contacted
Application Deadline 30th April, 2024.