Administrative Officer

About the role

The Administrative Officer supports the Administration & Operations department of HOPE360, based in Maiduguri, Borno State, and reports directly to the Executive Director or Head of Administration. This full-time position keeps the organization's administration, documentation, logistics, procurement assistance, personnel records, meeting coordination and communications running smoothly, in line with HOPE360's policies and procedures.

Key responsibilities

• Oversee daily office operations, manage office supplies and equipment, and maintain secure filing systems with opening, closing and security protocols.
• Keep digital and physical archives accurate and up to date, prepare and distribute official documents, and manage attendance, leave and movement logs confidentially.
• Support new hires with onboarding and orientation, maintain personnel files, and coordinate internal meetings, briefings and events.
• Organize meeting logistics, take and archive minutes, track action items, and act as main contact for visitors, calls and correspondence.
• Assist procurement by preparing purchase requests, quotations and orders, coordinate with vendors, and arrange travel, accommodation and transport for staff and guests.
• Maintain an inventory of office assets, run periodic physical audits, record transfers and returns, and report damaged or lost equipment.
• Ensure compliance with HOPE360 guidelines, donor requirements and internal controls, prepare audit documentation, and uphold safeguarding, PSEA, anti-fraud and conflict-of-interest policies.
• Help management with special projects, support events, training and field activities, and generate routine administrative reports.