We are looking to hire personnel to fill the following vacancies below:

Job Vacancy: Administrative Secretary

Organization: Women Aspire Empowerment Initiative (WAEI)

Location: Umuahia – Abia State, Nigeria

About Us: Women Aspire Empowerment Initiative (WAEI) is a prominent organization committed to empowering women through capacity building, advocacy for women and girls’ rights, economic empowerment, education, healthcare, and community development, striving to advance gender equality through comprehensive programs and community engagement efforts.

Position Overview: We are seeking a skilled and proactive Administrative Secretary to join our team. Reporting directly to the President and working closely with the National Director of Programs and Services (NDPS), the Administrative Secretary will play a critical role in providing comprehensive administrative support and coordinating key organizational functions, including oversight of State Program Coordinators and coordination of international staff. Availability for travels (both national and international) on this job is required.

Roles and Responsibilities:

Administrative Support:

  • Provide direct administrative support to the President of the NGO.
  • Manage correspondence, prioritize incoming communications, and draft responses as required.
  • Coordinate schedules, arrange meetings, and prepare agendas for the President’s meetings.

Executive Support:

  • Work closely with the NDPS to support programmatic activities.
  • Assist in preparing reports, presentations, and proposals for programs and services.
  • Facilitate communication and coordination between the President, NDPS, and other departments.

Secretariat Management:

  • Manage the NGO’s secretariat and oversee daily operations.
  • Coordinate board meetings and executive committee meetings, including scheduling, preparing agendas, and taking minutes.
  • Maintain records of board decisions and follow up on action items.

Office and Facility Management:

  • Ensure smooth functioning of the office environment, including office supplies, equipment maintenance, and facility management.
  • Coordinate logistics for events, workshops, and other organizational activities.

Financial and Budget Support:

  • Assist in financial administration, including budget monitoring and expense tracking.
  • Process invoices, manage petty cash, and ensure financial records are up-to-date.
  • Support in preparing financial reports and grant proposals as needed.

Human Resources Assistance:

  • Support in human resources functions such as recruitment coordination and maintaining personnel records.
  • Assist in staff orientation and onboarding processes.
  • Manage staff attendance records and assist in performance evaluation processes.

Communications and Outreach:

  • Assist in drafting and editing reports, newsletters, and other communications materials.
  • Manage social media platforms and assist in website updates to promote organizational activities.
  • Support in organizing advocacy campaigns and outreach activities.

Project and Program Support:

  • Assist in project planning, monitoring, and evaluation activities.
  • Maintain project documentation and support in reporting to donors and stakeholders.
  • Collaborate with program staff, including State Program Coordinators, to ensure effective project implementation.

International Staff Coordination:

  • Coordinate with the Director of Programs for EU and Director of Programs for North America on organizational activities and initiatives.
  • Facilitate communication and collaboration between international staff and the NGO’s leadership team.
  • Assist in scheduling international meetings and preparing necessary documentation.

Board and Stakeholder Relations:

  • Serve as a liaison between the NGO’s leadership team, board members, and external stakeholders.
  • Facilitate communication and information flow between different levels of the organization.
  • Uphold confidentiality and handle sensitive information with discretion.

Any other administrative roles required to help achieve the organisation’s goals.

Skills and Qualifications:

  • Bachelor’s degree in Business Administration, Social Sciences, or a related field.
  • Proven experience (3 years) in executive support and administrative roles, preferably within a non-profit organization.
  • Strong organizational skills with exceptional attention to detail.
  • Excellent written and verbal communication skills.
  • Proficiency in MS Office (Word, Excel, PowerPoint), other relevant software and online efficiency.
  • Ability to multitask, prioritize tasks, and work effectively under pressure.
  • Commitment to women’s rights and social justice issues.
  • Qualified females are strongly advised to apply

Application Process: Interested candidates should submit a cover letter and resume outlining their qualifications and experience to info@womenaspire.org by 15th of July 2024. Please include “Administrative Secretary Application” in the subject line. Only shortlisted candidates will be contacted for interviews.

Deadline for Applications: 12 midnight on 15th July 2024

Join our passionate team and contribute to meaningful change in advancing women’s rights and empowerment across Nigeria and internationally. We look forward to receiving your application!