Ensures the timely provision of administrative and logistics services to the State Office, programme staff, consultants and teams;
Handles administrative requests and queries from the State Project Coordinator;
Contributes to the preparation of Terms of Reference and other contractual documents for consultants and service providers, ensuring all supporting documentation is in line with relevant policies and procedures;
Initiates and processes programme related procurements (Procurement of services, goods, & events) in line with International IDEA policies and procedures;
Provides timely data on costs (hotel accommodation, venue and transport) to the state team to support preparation of budgets and analysis;
Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, etc.); Assists with the preparation of meeting materials;
Handles all travel arrangements (hotel accommodation, transport etc.) for staff and consultants as requested, and raises the relevant purchase requisitions as well as assisting in processing invoices and circulating key documentation for signature;
Seeks feedback from visitors and staff to ensure quality control of travel arrangements (hotels, venue, transport etc.);
Develops and updates the contact details of service providers (hotels, venues etc.) in the State;
Leads protocol arrangements for the State Office; Processes official documentation; Liaises with various government offices and departments in consultation with Abuja Office and International IDEA’s Africa and West Asia Regional Office;
Supports all administrative processes affecting the arrival, presence and exit of project staff (internal and external);
Manages State Office inventories, and procurement in an efficient, and cost-effective manner;
Ensures appropriate service contracts are in place for the State Office and necessary services of equipment are completed in line with agreed schedules;
Manages the schedule of the State Office Driver including vehicle maintenance and ensuring that the Drivers complete and record details of all the vehicle safety checks;
Ensures regular fire drills are completed, fire equipment is maintained and that any security issues are reported promptly to the management team;
Assists with the registration of internal/external communications and institutional documents;
Assists with the implementation of safety and security policies and procedures, providing administrative and logistical support on security related matters;
Carries out other duties and responsibilities as related to the post that may be assigned from time to time.