The Banjul Accord Group Aviation Safety & Oversight Organization (BAGASOO) is a regional organization dedicated to promoting the highest standards of aviation safety and security within the Banjul Accord Group (BAG) member states. We are seeking a highly organized, proactive, and detail-oriented Administrative/Human Resources Assistant to join our team in Abuja.
The Role
The Administrative/HR Assistant will provide essential support across both the administrative and human resources functions. You will be the backbone of our daily operations, ensuring that our office runs smoothly and our HR processes—from recruitment to employee records—are managed with precision and confidentiality.
Key Responsibilities
Administrative/Human Resources Support:
1. Assists in the recruitment of General Service staff for non-specialized work, including evaluating candidate applications and conducting preliminary interviews of candidates.
2. Assigns General Service staff to meet work requirements; reviews and evaluates work of subordinates.
3. Collects information and assists in the conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, and housing rentals.
4. Briefs international personnel on general administrative matters relating to visas, licenses, and security; provides advice and ensures administrative support as required.
5. Advises and assists other staff in the area of office management. Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes, and make recommendations for follow-up action.
6. Prepares, on own initiative, correspondence, reports, evaluations, and justifications, as required, for general administrative or specialised tasks that may be of a confidential nature within the assigned area of responsibility.
7. In addition to assisting the Finance & Admin Officer on general administrative duties, may also supervise, directly or indirectly, activities concerned with office and grounds maintenance, security, transport, and similar services.
8. Assist in the procurement of goods and services in line with the organization’s procurement policies and procedures. Prepare and process purchase requisitions, Request for Quotations (RFQ), Purchase Orders (PO), and other procurement documents for office supplies and equipment locally and abroad, and arrange for control of distribution and maintenance of appropriate inventory records.
9. Provides interpretation of administrative rules, regulations, and procedures.
10. Assist in the preparation of the training plan to meet the human resources requirements of the organization for its efficient and safe operation and management.
11. Prepare, edit, and format documents, reports, and correspondence.
12. Manage and maintain physical and digital filing systems to ensure easy retrieval of information.
13. Handle incoming and outgoing communications, including emails and phone calls, ensuring timely responses.
14. Organize meetings, conferences, and appointments, ensuring logistical arrangements are in place.
15. Maintain and update calendars for team members and departments.
16. Assist in travel arrangements, including booking flights, accommodations, and preparing travel itineraries.
17. Stock/Inventory Management: Monitor and maintain up-to-date stock records, ensuring availability and timely replenishment.
18. Record receipts and issues of stock items accurately in the stock register or inventory system.
19. Conduct regular stock counts and reconcile physical stock with records. Monitor stock levels to avoid shortages or overstocking.
20. Assist in preparing stock reports for management review.
21. Ensure safe storage and proper levelling of inventory items.
22. Support internal and external stock audits by providing necessary documentation.
23. Ensure that all procurement actions are properly supported with documentation such as quotations, invoices, and delivery notes.
24. Liaise with vendors and service providers to ensure timely delivery and proper documentation.
25. Verify that received goods or services conform to specifications and approved orders
26. Assist in vendor payment processing by ensuring all required documents (Invoice, PO, and delivery notes) are attached before submission for payment.
27. Support periodic review of suppliers’ performance and maintain an updated vendor database.
28. Provide periodic reports on procurement, store, and any other administrative duties as assigned by the Finance & Admin Officer.
29. Oversee office equipment maintenance and liaise with service providers for repairs and upgrades.
30. Ensure the office environment remains organized and conducive to productivity.
31. Assist in coordinating project logistics, including communication with vendors and stakeholders.
32. Support the preparation and execution of events, workshops, and training sessions.
33. Maintain records of project activities and provide periodic status updates.
34. Performs other duties as required.
Education & Experience:
1. A first-level university degree in business or public administration, human resources management, or a related area.
2. A minimum of three (3) years of progressively responsible experience in administration, human resources management, or a related field.
3. Experience in preparation and implementation of training plans.
4. Proficiency in office software applications, including MS Office Suite (Word, Excel, PowerPoint, Outlook).
5. A good command of oral and written English is essential.
Skills & Competencies:
1. Professionalism: Good knowledge of BAGASOO’s activities, practices, and procedures, particularly the administrative functions and structure of the Organization. Strong computer skills. Good knowledge of commonly used MS Office applications, including, but not limited to, Word, spreadsheet, and PowerPoint presentations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
2. Communication: Ability to write clearly and concisely and to present articulate verbal reports in English.
3. Teamwork: Ability to work with colleagues to achieve the project goals and maintain harmonious working relationships in a multinational environment.
4. Client Orientation: Ability to establish and maintain partnerships with external collaborators, to work and advocate effectively in a consensus-based system, and to successfully manage and resolve conflict.
5. Commitment to continuous learning: Willingness to keep abreast of new developments in the professional field.
6. Technological awareness: Ability to use contemporary office automation equipment, software, and databases.
7. Tech Savvy: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
8. Discretion: Proven ability to handle sensitive and confidential information with absolute integrity.
How to Apply
Interested candidates are invited to submit their application package, which should include:
A Cover Letter detailing your suitability for the role.
An updated Curriculum Vitae (CV).
Copies of relevant academic and professional certificates.
Submission Email: vacancies@bagasoo.org
Subject Line: Application: Administrative/HR Assistant – [Your Name]
BAGASOO is an equal opportunity employer. Only shortlisted candidates will be contacted for interviews.
Visit our website at www.bagasoo.org for more information about our mission and impact.