Admin Assistant - BU Coordinator at Pathfinder International - MY NGO JOBS

Role Overview

In the complex environment of humanitarian aid and development, technical expertise can only succeed when supported by flawless operations. This role is the engine room of our state-level interventions, ensuring that every training session, field visit, and community outreach is logistically sound and administratively compliant. By managing the critical details—from fleet safety to procurement—you allow our health experts to focus entirely on their mission: saving lives and improving reproductive health outcomes in Jigawa State.

Job Summary

The Admin Assistant – BU Coordinator is responsible for the efficient administrative and logistical management of the CARMNIS project office in Jigawa. This position ensures that all operational workflows, including facility management, supply chain coordination, and staff travel, align strictly with organizational policies and donor regulations. The successful candidate will act as the central support hub, facilitating smooth program implementation across all targeted Local Government Areas (LGAs).

Key Responsibilities

Office Administration & Operational Efficiency

Orchestrate daily office functions, including managing correspondence, maintaining filing systems, and overseeing scheduling to ensure a professional work environment.
Lead the administrative onboarding process for new staff, handling welfare logistics and ensuring they settle in effectively.
Enforce strict adherence to internal administrative policies, acting as the guardian of operational standards within the state office.

Logistics, Event Management & Procurement

Coordinate end-to-end logistics for project activities such as workshops, stakeholder meetings, and technical training sessions.
manage the procurement lifecycle, from raising requisitions and engaging vendors to the receipt and verification of goods.
Maintain a robust inventory system, ensuring all project assets and supplies are properly stored, tagged, and accounted for.

Fleet Management & Transport Coordination

Supervise the deployment and scheduling of project vehicles to support field teams efficiently.
Monitor vehicle health, ensuring all maintenance, insurance, licensing, and safety equipment are up to date.
Oversee the driver team, ensuring strict compliance with safety protocols and security guidelines during field movements.

Financial Support & Compliance

Assist in the preparation and processing of financial documentation, including payment requests, staff advances, and expense retirements.
Ensure all administrative transactions meet donor requirements and are audit-ready at all times.
Monitor budgets specifically related to training and logistical activities to prevent overspending.

Field Support & Reporting

Facilitate the movement of essential materials and equipment to various LGAs to support program implementation.
Compile and submit comprehensive monthly reports covering administrative status, logistics activities, and asset updates.
Document capacity-building activities and ensure all records align with safeguarding and quality standards.

Qualifications and Requirements

Education & Experience

Academic Background: A Bachelor’s Degree or Higher National Diploma (HND) in Public Administration, Business Management, or a related social science field is required.
Professional Experience: A minimum of 5–7 years of hands-on experience in office administration and logistics management.
Sector Knowledge: Prior experience working within the NGO sector or with government health programs in Nigeria is highly preferred.

Skills & Competencies

Operational Expertise: Proven capability in fleet management, inventory control, and procurement processes.
Digital Literacy: Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential for reporting and documentation.
Communication: Excellent written and verbal communication skills in English; fluency in the local language of Jigawa State is necessary for effective coordination.
Personal Attributes: High level of integrity with the ability to maintain confidentiality. Must be detail-oriented, able to multitask under pressure, and capable of working with minimal supervision.
Availability: Willingness to travel approximately 30% of the time to support field activities.

About the Organization

Pathfinder International is a global leader in sexual and reproductive health, dedicated to the belief that every individual has the right to chart their own future. Since the late 1950s, the organization has worked hand-in-hand with communities and local governments in developing nations to dismantle the barriers preventing access to critical health care. By focusing on contraception, maternal health, and HIV prevention, Pathfinder empowers millions of women, men, and youth to lead healthier lives. The organization is committed to sustainable change, ensuring that health systems are strengthened to serve generations to come.