Admin / Office Assistant at Think Positive Live Positive Support Initiative (TPLPI)

TPLPI is a vibrant, dynamic, and compassionate community-based resource center for young people living with HIV and other key populations in Nigeria. Our focus is on supporting and uplifting young Lesbian, Gay, Bisexual, Transgender, Queer, Intersex individuals living with HIV (LGBTQILHIV), Sex Workers living with HIV (SWLHIV), People who use and inject drugs living with HIV (PWUIDLHIV), and more.

We are particularly dedicated to the well-being of Adolescent and Young Sexual and Gender Minorities (AYSGM) in Lagos state, including young Gay, Bisexual, and Queer Men (GBQ), who often face unique challenges and barriers to accessing adequate health services and support. Our journey began as an informal group in 2019, driven by a deep desire to make a positive difference in the lives of young key population members.

We are recruiting to fill the position below:

Job Title: Admin / Office Assistant

Location: Lagos
Employment Type: Full Time

Job Description

• We seek a proactive and organized Office Assistant to provide administrative and clerical support to our organization.
• The Office Assistant will play a key role in ensuring the smooth functioning of office operations, supporting the efficient delivery of programs and services, and maintaining a clean and organized workspace.

Key Responsibilities
Administrative Support:

• Welcome visitors, answer phone calls and respond to inquiries professionally and courteously.
• Assist with organizing and scheduling meetings, appointments, and events, including booking venues, coordinating logistics, and preparing necessary materials.
• Maintain office supplies inventory by checking stock levels, placing orders, and ensuring timely delivery.
• Assist with mail handling, including sorting incoming mail, preparing outgoing mail, and distributing correspondence to appropriate recipients.
• As needed, assist with data entry, filing, scanning, and other administrative tasks.

Document Management:

• Assist with the organization and maintenance of electronic and paper filing systems, ensuring documents are properly labeled, stored, and archived.
• Support the preparation and formatting of documents, reports, presentations, and other materials using Microsoft Office or other software as needed.
• Assist with document translation and interpretation where necessary, particularly for multilingual communications or projects.

Logistics and Facilities Management:

• Coordinate office maintenance and repairs, including liaising with building management, contractors, and service providers.
• Assist with the setup and breakdown of meeting rooms, event spaces, and workstations, ensuring they are clean, organized, and equipped with necessary supplies.
• Monitor and maintain office equipment, including printers, copiers, and computers, and troubleshoot minor technical issues as needed.
• Perform regular office cleaning duties, including sweeping, mopping, dusting, and sanitizing communal areas, restrooms, and kitchen facilities.

Assistance to Staff and Program Teams:

• Provide general administrative support to staff and program teams, including photocopying, scanning, and filing documents, as well as running errands and performing other tasks as assigned.
• Assist with travel arrangements and expense reporting for staff, volunteers, and visitors, including booking flights, hotels, and transportation.

Qualifications

• SSCE or equivalent qualification.
• 0 - 1 year of experience in an administrative or office support role, preferably in a non-profit or NGO setting.
• Strong organizational skills and attention to detail, with the ability to multitask and prioritize workload effectively.
• Excellent communication and interpersonal skills, with a positive attitude and customer service orientation.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and basic computer skills.
• Ability to work independently with minimal supervision, as well as collaboratively in a team environment.
• Must be a resident of Lagos State.
• Fluency in English.

Application Closing Date
21st May, 2024.

How to Apply
Interested and qualified candidates should send their resume / CV and cover letter outlining their relevant experience and qualifications to: [email protected] using the Job Title as the subject of the mail.