Call for Application: Document Clearing Assistant

Required services: Consultancy to provide administrative support to the Finance and Administration Department of Achieving Health Nigeria Initiative (AHNi).

Location: Abuja, Nigeria

Proposed dates: May–August 2023.

Commencement Date: May 15^th, 2023.

Duration: 60 days.

Achieving Health Nigeria Initiative (AHNi) is a non-profit organization that promotes socio-economic development by supporting global health and economic initiatives in Nigeria. It was established as an affiliate of the Family Health International (FHI 360) to sustain FHI 360’s achievements in strengthening indigenous organizational capacity in Nigeria. AHNi has progressed into an allied organization to FHI 360 since 2019. AHNi was registered as an organization in Nigeria in 2009 with its headquarter in Abuja, and presence in the six geopolitical regions of Nigeria.  It aims to provide technical assistance to the government and people of Nigeria in the implementation of public health and development programs. AHNi implements projects in HIV/AIDS, tuberculosis, malaria, health systems strengthening, sexual and reproductive health/family planning and humanitarian projects for internally displaced persons (IDPs) and refugees in protection, health, and nutrition. AHNi also offers technical assistance and service delivery in integrated maternal, neonatal and child health (IMNCH), monitoring and evaluation (M&E), laboratory support, behavior change communication (BCC), policy and legislation, gender/key populations, public-private partnership (PPP), and grants management.

Background

In the administrative unit of the finance and administrative department, there is a high volume of requests for support to all thematic units of AHNi that need to be attended to in real-time. These requests/demands can include documents tracking, filing and archiving for easy retrievals, facility maintenance/repairs, receiving of procured goods, storage and distribution to sites, store inventory, logistic support to staff, vendors prequalification for AHNi HQ and field offices, engagement of courier/haulage vendors for dispatch of items to locations, processing of invoices for payments to vendors, provide supervisory support to the motor pool, support asset verification and inventory management. Ensuring that these tasks are seamlessly carried out, a consultant/admin assistant who will provide administrative support is therefore needed to play these crucial roles.

Description/Purpose of the Consultancy

The selected candidate will work closely with the administrative unit and will be responsible for receiving/collecting documents approvals for tracking, scanning, filing and archiving both in physical and electronic data saving means for easy retrievals when needed, support receiving of procured items into Store, support store inventory and management provides support for facility maintenance/repairs and record tracking, support asset verification and inventory management coordinates logistics support to staff and movement of items to locations, support vendors prequalification for AHNi HQ and field offices, process invoices for payments to vendors.

Objectives of the consultancy:

This consultancy is required to minimize the turnaround time between receipt of documents for scanning, tracking, filing, and archiving to desire means, receiving, storing, and dispatching of received goods to desire locations, facility pairs and maintenance, and processing payment to vendors, staff, and other beneficiaries. The admin consultant/assistant will achieve this by taking up the task of carrying out these assignments instantly, communicating feedback immediately to get any issues resolved on time and getting management approvals for those things that require approvals. Seamlessly provide logistics support as required.

Consultancy Overview and Role

The services of the admin consultant/assistant will include the following:

1. Handling a high volume of procured goods and services through effective storage and tracking.
2. Ensuring that all these documents are accurate, complete, and comply with donor and regulatory requirements before archiving and storage.
3. Maintaining accurate and up-to-date store records, which is essential for effective store inventory management and reporting.
4. Maintain accurate and up-to-date facility maintenance/repairs tracker.
5. Provide a high level of logistics support to staff through assigning project vehicles, and vendor engagement when the need arises.
6. Ensure all committed transactions (invoices) are processed for payment timely.
7. Effective communication and collaboration with other members of the admin unit is critical for success in this role.

Specific deliverables:

Based on the activities listed above, the Consultants are expected to produce or accomplish the following:

1. Instant review of document collection for tracking, filing, and archiving. This includes procurement documents, travel advances/retirements, memos, Delivery Notes, SLAs, and other requests.
2. Instant Review of payment documents using checklists, policies, and donor guidelines to verify accuracy.
3. Prompt communication of feedback to requesting staff for support and members of the admin unit.
4. Engage courier/haulage vendors and car hire vendors to support logistics needs when required.
5. Provide support to the supervisory of the motor pool in AHNi HQ.
6. In addition to processing financial documents, the document clearing assistant may also assist with data entry, record keeping, and other administrative tasks as needed.
7. Submit a monthly report of the consultancy assignment to AHNI.

Qualifications

Qualification:

• An HND with 2 years of clerical and administrative experience will be preferable for this role.
• Knowledge of basic, library and information technology, storekeeping, logistics principles and facility management and maintenance/repair reporting requirements.
• Proficiency in relevant computer applications such as Microsoft Office, database management, and Excel may be required.

Experience:

• Previous experience in a similar role in Archiving or administration may be an asset.
• Experience with document management and data entry is important.
• Excellent organizational skills and attention to detail are essential.

• Effective communication skills and the ability to work collaboratively with other members of the department are necessary.
• Experience working in an NGO or non-profit environment may be an asset.

Competencies:

• Overall, the key to success in this role is a combination of relevant qualifications, experience, resilience, and strong organizational and communication skills.

Method of Application

Interested and Qualified candidates should send in their Curriculum Vitae to the AHNi website gf_advert@ahnigeria.org

The deadline for submission of the application is May 12, 2023.