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Office Assistant At DEEPEN

Date Posted: 14/Oct/2013
Deadline: Not Specified

 

We are a £1.1 billion management, engineering and development consultancy with 15,000 staff and a global reach spanning six continents. Our network of 170 principal offices in 140 countries gives us local market insight backed by world class expertise to deliver excellence for every client. 

DEEPEN is a five-year UK government-funded programme designed to improve the quality of education in private schools in Nigeria. The programme will support low-cost schools in particular and is initially focused on the private school market in Lagos. The Office Assistant will provide administrative, logistical and facilities support to the Office and Logistics Manager, working closely with the Administrator and the programme’s core team. 

Poor performance and overcrowding in Lagos’ public school system have fuelled a vibrant and growing market in private education. Over 1 million children of primary and pre-primary age are now enrolled in 18,000 private schools with equal numbers of girls and boys. However, only a quarter of such schools are formally approved and consequently the quality of education they offer remains unknown and open to doubt. 

The UK’s Department for International Development (DFID) in Nigeria has initiated an innovative programme to use a market-development approach to improve learning outcomes in Lagos’ private schools. Through a Making Markets Work for the Poor (M4P) methodology, the DEEPEN programme will work through tailored interventions to create an enabling environment and improve the conditions for all private schools, with a particular focus on those that cater for girls and low-income families. Specifically, DEEPEN will aim to build capacity and incentives to stimulate wider initiatives and help parents make more informed choices on their children’s education. This will be achieved through interventions designed to address market constraints in four key and interrelated areas: rules and standards; information; pedagogy; and finance.

Job Description

Accountabilities and Responsibilities 
• Assist the Office and Logistics Manager in the maintenance of the office by liaising with the relevant contractors; 

• Assist the Office and Logistics Manager in maintaining an office filing system, for both electronic and hard copies of retainership agreements with contractors; 

• Work closely with the Office and Logistics Manager in maintaining all records of maintenance work carried out on the office and raise payments for the contractors; 

• Assist the Office and Logistics Manager in ensuring that the programme gets good value for money from all retainership agreements with contractors by following up on agreements and ensuring that the set standards are met; 

• Assist the Office and Logistics Manager in conducting the inventory for the office; 

• Assist the Office and Logistics Manager in maintaining the access to the office by liaising with the security providers and the receptionist; 

• Ensure that the office and its ‘surrounds’ are kept neat and in working order by liaising with the cleaners to ensure that standards are met and maintained at all times; 

• Take responsibility for all office machineries, ensuring printers, scanners, generators etc. are well maintained and running as required; 

• Assist in ensuring that the office has a steady supply of stationeries as well as the maintenance of a record for all office supplies; 

• Assist with the development of a list of preferred providers of accommodation, approved taxis and training facilities; 

• Provide administrative, facilitative and logistical support for all workshops, seminars and meetings in the office; 

• Provide all other administrative and logistical support to the programme as may be specified by the Administrator and Office and Logistics Manager; and

• Establish good and considerate working relationships with all staff in the organisation, demonstrating respect for their own roles and responsibilities. 

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop the job description will be reviewed and be subject to 
amendment in consultation with the post holder.

Candidate Specification

Essential competencies/skills 

• Excellent organisational skills 
• Proven communication skills in English 
• Good IT skills and confidence/proficiency in all Microsoft packages (2003/2007) 
• Attention to detail and accuracy 
• Ability to work under pressure 
• Pro-active approach to dealing with facilities-related issues as well as logistical requirements of running a busy development programme office 
• Excellent time management skills and the ability to multi task as required 
• Willingness to be flexible and prepared to contribute to the company in other duties as required 

 

Required academic/professional qualifications, training and experience 

• Preferably educated to Senior Secondary Leaver standard or equivalent 
• Previous experience in providing administrative or office support to a programme team 
• Relevant professional qualification in administration/office skills/ICT highly desirable 
• Previous experience of working within a multi-national team highly desirable

Method of Application

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