victoriaaudumusa

Administrative Support: o Actively provided professional general administrative support, including facilities management (office cleaning inclusive), o Successfully carryout inventory management, o Carryout front desk duties and document/information management. o Provide administrative support to programme teams and as well taking notes of meetings, filing, liaising with key programme contacts etc. General Office Support: o Locking and opening of main office doors at the beginning and closing of the day. This includes opening and closing of the main office and other annex building as applicable. o Assist with payment of utility bills in the office and warehouse. o Check every office room to ensure electrical appliances and lights have been switched-off as appropriate. o Keep custody of office supplies and stationaries o Cleaning of Office Premise and Warehouses: o Clean building floors by sweeping, mopping, scrubbing, or vacuuming them. o Gather and empty trash. o Service, clean, and supply restrooms. o Clean and polish furniture and fixtures. o Clean windows, glass partitions, and mirrors, using soapy water or other cleaners, sponges, and squeegees. o Dust furniture, walls, machines, and equipment. o Mix water and detergents or acids in containers to prepare cleaning solutions, according to specifications, in order to prevent damage to floors and fixtures. . o Steam-clean or shampoo carpets. o Strip, seal, finish, and polish floors. o Clean and restore building interiors damaged by fire, smoke, or water, using commercial cleaning equipment. o Replenish toilet tissue and soap as needed o Move heavy furniture, equipment, and supplies, either manually or by using hand trucks. o Mow and trim lawns and shrubbery, using mowers and hand and power trimmers, and clear debris from grounds. o Requisition supplies and equipment needed for cleaning and maintenance duties. o Set up, arrange, and remove decorations, tables, chairs, ladders, and scaffolding to prepare facilities for events such as banquets and meetings. o Spray insecticides and fumigants to prevent insect and rodent Other Responsibilities: o Identify and notify field manager concerning the need for repairs o Support Services department by providing cover when any of the program/Support staff is on leave or because of increased level of field Office activities. o Support with some purchases for office o Photocopy and Filing of documents for easy access o Daily tracking of payment with finance and escalate any issue with line manager to ensure that payment of vendors are not delayed o Tracking of repairs/utility expenses for field office o Ensure lease agreement are dispatched to landlord/agents on time o Support with Child Safeguarding Risk assessment for SCI facility o Accompany staff to inspect new properties for new staff o Raise request for new property Identification

o Co-ordinate and monitor usage of all office equipment & supplies by ensuring that the equipment’s in the office are working well and promptly reporting any malfunctions/repairs needed/changes to be made as they arise, and supplies replenished promptly. o Maintain general office equipment tracker: regularly evaluate and request for repairs/replacement as and when required. o Ensure that the front desk/reception is always kept tidy and presentable with all necessary materials (Pen, paper, visitors form etc.) o Coordinate team members to ensure that external guests are promptly attended to. Avoid prolonged stay of guest at the reception. o Receive SCI staff visiting the Zamfara office and provide workspaces and relevant supplies as maybe required. o Event planning and coordination – support program staff during workshops and events (local, internal and external – e.g., booking venue/room, setting up conference calls e.t.c and ensuring action points are shared in good time. o Disseminate formal communications to staff as directed by Line Manager o Ensure that meeting rooms for receiving guest and staff are kept clean and usage managed. o Take minutes of the weekly staff meeting o as directed by Line Manager. Prepare meeting agendas, track actions and key dates. o Provide support to the Team Leader including diary and inbox management, arranging meetings, dealing with enquiries as requested. o Carry out the filing of relevant materials and documents. o Supervises Office Assistants and or cleaners to ensure office premises/guest houses and environs are clean and well maintained. o Ensure required cleaning items and toiletries are always available. o Ensure the Kano Office is well equipped, has sufficient levels of supplies (consumables, stationery & equipment etc). o Ensure compliance with Save the Children Quality Standards, Global policies and Guidelines. o Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required. o Ensure the staff movement board is well maintained and up to date. o Perform other duties and responsibilities as assigned by Line Manager. o Successfully put in place LMIS in accordance to the laid down policy.