Administration and Logistics Assistant at International Alert

Company Hiring: International Alert
Job Title: Administration and Logistics Assistant
Job Field: NGO/Non-Profit, Security / Intelligence 
Qualification Needed: MBA/MSc/MA, PhD/Fellowship
Job Type: Contract
Job Location: FCT Abuja

Location: Abuja (with occasional travel to field locations)
Duration: Up to 3 months with possibility for extension
Contract Type: Consultancy
Reports to: National Team Lead
Deadline for Application: 10 May 2025, applications will be reviewed on a rolling basis.

Background

The national DDR project aims to support the harmonization of policy, strategy, and reintegration pathways for individuals exiting armed groups and criminal networks. Effective project implementation requires reliable technical, visual, and logistical support, especially during public-facing events and technical activities.

To ensure this, the project seeks a dynamic and detail-oriented Project Assistant to support with IT troubleshooting, graphics development, and event management, including coordination and support during trainings, stakeholder dialogues, and conferences.

Purpose of the Assignment

The purpose of this role is to provide integrated operational, IT, and visual communication support to the Project Manager, while playing a key role in managing and coordinating all project-related events, ensuring efficient execution and a professional experience for participants and stakeholders.

Key Responsibilities

Administrative and Secretarial Support

• Provide routine secretarial support to the Project Manager including scheduling, correspondence, record-keeping, and meeting documentation.
• Take and disseminate minutes from meetings with actionable follow-ups.
• Maintain both physical and electronic filing systems to ensure ease of access and confidentiality.

IT and Graphics Support

• Provide technical IT support including setting up projectors, troubleshooting devices, managing virtual meetings (Zoom/Teams), and handling presentation equipment.
• Design basic communication materials such as banners, presentation decks, certificates, signage, and event branding using tools like Canva or Adobe Creative Suite.
• Support the preparation of visual assets for reports, social media, and presentations.

Event Management

• Assist in the planning and execution of project events such as trainings, stakeholder consultations, community dialogues, and learning exchanges.
• Coordinate logistics for event venues, materials, and equipment.
• Oversee on-site event setup (branding, registration desks, signage, multimedia setup).
• Track attendance, support guest relations, and ensure smooth delivery of the agenda.
• Liaise with service providers such as printers, caterers, and venue staff.

Other Support Functions

• Support document formatting, printing, and packaging of reports and publications.
• Provide backup support for photography and basic media documentation during events.
• Help manage shared drives, folders, and media libraries used by the project.

Key Deliverables

Qualifications and Experience

Education

• A Bachelor’s degree or HND in IT, Communications, Administration, Event Management, or related fields.

Experience

• Minimum 2–4 years of experience in project support roles including IT, administration, and event planning, ideally within NGOs, peacebuilding, or humanitarian settings.
• Experience managing logistics and technical setup for in-person and virtual events.
• Experience in graphic design and familiarity with branding principles is an advantage.

Skills and Competencies

• Proficiency in Microsoft Office Suite and familiarity with Zoom, Teams, and Google Workspace.
• Strong visual design skills using Canva, PowerPoint, or Adobe tools.
• Excellent organizational, interpersonal, and multitasking abilities.
• Ability to troubleshoot tech issues quickly and work calmly under pressure.
• Strong written and oral communication skills.

Working Arrangements

The Project Assistant will report to the Project Manager and coordinate with relevant technical experts and team members. The role requires flexibility and initiative, especially during peak event periods.