Administrative Assistant Job at Tony Blair Institute for Global Change

At the Tony Blair Institute for Global Change we are dedicated to making globalisation work for the many, not the few. We do this by helping countries, their people and their governments, address some of the most difficult challenges in the world today – beginning with those where we think we can break new ground, offering leaders new thinking and new approaches. Our staff – over 200 of them, based all over the world – are working on some of the most intractable problems around issues of co-existence, governance, the peace process in the Middle East and renewing the centre.

We are recruiting to fill the position below:

Job Position: Administrative Assistant

ID: JR000625
Job Location: Abuja

Role Summary

• The Tony Blair Institute will be working with the Economic Community of West African States (ECOWAS), to support delivery of the ECOWAS Integrated Human Capital Development Strategy (2020 – 2030). ECOWAS is a regional political and economic union of fifteen countries located in West Africa. With adoption of the Regional HCD Strategy, ECOWAS aims to become a top-performing Regional Economic Community in Human Capital Development by 2030 in sub-Saharan Africa. TBI will be working closely with ECOWAS leadership to deliver this strategy and embedding an advisory team in the Office of the Vice President to support effective implementation of this HCD strategy. 
• As such, we are seeking a new role to support TBI’s work with ECOWAS HCD secretariat.
• This will include support to a five-person team and facilitation of the team’s work alongside the support of logistical, finance, administrative, and security tasks to support the functioning of a multi-faceted and fast-paced team. In coordination with TBI Security/Finance/Legal Department and the TBI Nigeria Country Team, support the logistical and administrative organisation of activities, field missions, events, and meetings. In particular, support the TBI team working within the ECOWAS HCD Secretariat.
• You will work closely with the team embedded within ECOWAS HCD Secretariat, as well as technical experts within TBI, and key colleagues within TBI including Global Client Solutions and Business Development & Income Teams and with the Nigeria country team.

Travel Support:

• Organise all the logistical and operational aspects of travel, as well as Europe, UK, USA, and other African cities
• Ensure that travel plans are effectively made, confirmed and communicated to the TBI Security/Finance/Legal Department sufficiently in advance, including flights, accommodation, vehicle rental/schedules, meeting venues, catering, etc. Especially focused on various leader’s and clients schedules and travels
• Assist the team with visas, registration, and other administrative, legal requirements for travel, residence in country, and relocation
• Provide support to the ECOWAS HCD Team in meetings, events, and travel scheduling; utilizing calendar share and Microsoft Office Suite to help manage day-to-day tasks for internal and external meetings for senior leadership

Support for Protocol:

• Support high-level diplomatic and senior leadership visits in Nigeria, and in the wider region and continent
• Prepare and keep track of official correspondents and administrative engagement, as needed, with stakeholders and government partners

Support Administration, Procurement, and Security / Logistics:

• Support the Office and Ops Managers and assistants and team staff to manage invoices, contracts, and follow up with the different service providers (car rental, phone companies, office and accommodation spaces, etc.) for Nigeria and as necessary, specific countries
• Support ECOWAS HCD TBI team (currently Nigeria) to manage contracts and invoices, and follow up with the different service providers (real estate, car rental, security providers etc.)
• Support team and security/ops teams in Nigeria to develop and update country assessment plans, security guidelines, and other security-related documentation for TBI’s security team
• Work under the leadership of the Nigeria ops/office Manager and assistants, Country leadership and Regional leadership of TBI to identify, prepare, and relocate to a new office and support procurement of equipment, furniture, materials
• Support TBI team members in Nigeria with contract vehicle leasing, invoicing, payment, and follow up

Support finance:

• Responsible for organizing receipts and reviewing (basic accounting) expenses, as well as, financial recording, tracking, and submitting expenses for the corporate credit card
• Responsible for petty cash management and submitting cash requests
• Support the Director of Programs, Africa and Sr. Delivery/Program Manager with the review of expense accounts

Cross-cutting support:

• As necessary, under supervision of the Ops/Office Manager and Assistant, liaise with London-based finance, legal, people and operations teams to to coordinate tasks such as due diligence checks and signing of contracts, as well as to problem-solve where issues arise and provide information as needed by HQ
• Prepare official correspondence, letters, invitations, and notes to file; as needed, support meeting minutes and overall filing system for the ECOWAS Team, as well as management of office supplies/stock
• Translate notes, documents, and correspondence from English to French and vice-versa

Person Specification

• Degree in a related field of expertise such as Administration, Accounting, Logistics, with at least 2-years of experience in the workplace, with experience as an executive assistant, administrative assistant in an office, with an NGO, research institution or embassy administration
• This is a role in a fast-paced working environment, based in Abuja and reporting to the Director of Programs, Africa, with substantial liaising and oversight on key tasks from the TBI Nigeria Team, especially the TBI Ops/Office Manager and assistant, in Abuja. The successful candidate for the role will have the following skills and experience:
• Excellent organisational and time-management skills – the ability to handle multiple tasks concurrently and prioritise effectively. Readiness to adapt to last-minute changes and tight deadlines, showing high flexibility and calm as priorities change, and support areas are revised according to needs
• Understanding of the Dakar, Senegal working context, basic legal, financial, business administration, and procurement regulations, as well as experience in travel booking and basic event planning
• Language skills: excellent written and spoken proficiency in English required, French and/or Portuguese language skills helpful
• Excellent information technology skills, including Outlook, Teams/Zoom, database applications, Microsoft 365, web, news and social media
• Evidence of ability to follow policies, guidelines and regulations, express ideas clearly; to work independently and in teams; to demonstrate a sense of self-assuredness combined with political understanding and knowledge of current affairs, and protocol
• Experience working with governments, government and international agency hierarchy and structures, understanding of diplomatic protocol, and office culture in a diverse work environment, with various levels of public and private sector
• A team player who has excellent interpersonal and communication skills. A strong commitment to development; an interest in adapting to varied physical and professional environments; and a desire to work with people from diverse national and cultural backgrounds