Maintain an organised filing system for physical and electronic documents, including contracts, correspondence, invoices, receipts, reports and programme records.
Manage incoming and outgoing correspondence, telephone calls, emails and routine enquiries.
Maintain office supplies, equipment and inventory records, and coordinate procurement requests.
Schedule meetings, prepare agendas and minutes, track action points and follow up on outstanding tasks.
Assist in preparing programme budgets, activity estimates and administrative expenditure plans.
Record and track income, expenditure, reimbursements, advances and payments, maintaining appropriate supporting documentation.
Maintain petty cash records where authorised and reconcile transactions in line with organisational procedures.
Support the preparation of financial summaries, expense reports and documentation required for internal reviews, audits and donor reporting.
Follow up on invoices, receipts, payment approvals and outstanding financial records.
Support procurement processes by obtaining quotations, documenting purchases and maintaining vendor records.
Provide administrative and logistical support for programmes.
Coordinate venues, participant registration, training materials, attendance sheets, refreshments, transport arrangements and other approved logistics.
Support communication with facilitators, schools, participants, partners and service providers before, during and after programme activities.
Maintain programme databases, participant records, activity schedules and supporting documentation.
Assist with the collection of programme data, feedback forms, attendance records and activity reports.
Support post-event documentation, including activity reports, expense reconciliation and lessons learned.
Draft and proofread routine emails, letters, memos, meeting minutes and other administrative communications.
Support the preparation and circulation of programme announcements, invitations and follow-up messages.
Respond promptly and courteously to enquiries and escalate issues requiring management attention.
Support the maintenance of contact databases and stakeholder engagement records.
Maintain an organisational calendar of meetings, programme activities, deadlines and key events.
Support management in coordinating day-to-day tasks and monitoring administrative priorities.
Handle organisational information responsibly and comply with data protection, safeguarding and confidentiality requirements.
Requirements
Minimum of an OND/HND or bachelor's degree in Business Administration, Accounting, Finance, Public Administration, Office Management or a related discipline.
Background or additional training in Education, Educational Management, Development Studies or Project Management.
Minimum of 2 years of relevant experience in office administration, accounts support, operations or project administration.
Experience in an NGO, nonprofit, educational institution or development programme is an added advantage.
Basic accounting knowledge, numerical accuracy, record-keeping and ability to track expenditure.
Experience with bookkeeping tools, budget monitoring or financial reporting.
Ability to manage correspondence, filing systems, schedules, documentation and routine office processes.
Strong written and verbal communication skills, including the ability to draft professional emails, letters and reports.
Experience coordinating training sessions, workshops, conferences or other educational events.
Proficiency in Microsoft Word, Excel, PowerPoint, email and online collaboration tools.
