OFFICE ASSISTANT

ABOUT US

Oxfam is a global movement of people working together to end the injustice of poverty. This means that we tackle the inequality that keeps people poor. Together we save, protect and rebuild lives. When disaster strikes, we help people build better lives for themselves and for others. We take on issues like land rights, climate change and discrimination against women. And we won’t stop until every person on the planet can enjoy life free from poverty.

We are an international confederation of 22 organizations (affiliates) plus the Oxfam International Secretariat, all working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 77 countries. All our work is led by our core values: Empowerment, Accountability, Inclusiveness, Courage, Solidarity and Equality.

Oxfam Novib “Nigeria” is looking for OFFICE ASSISTANT

Duty station: “Birnin Kebbi, Kebbi State”

Type of appointment: “Fixed-term Contract”

Contract duration: “12 months” (With Possibility of renewal depending on budget and performance)

Work schedule: “Full-time” (40 hours per week)

Reports to: “The Supply and Logistics Officer”

Salary & Scale: “Grade Level E1 – Annual Gross Salary (N4,336,032.00)

Start date: “January 1, 2026”

Deadline for applications: “December 12, 2025”

Status: National Position

Preference: Candidates residing in Kebbi State are strongly encouraged to apply.

CONTEXT

To ensure that the project office in Kebbi State runs professionally and efficiently, offering high-quality administrative support, excellent front-desk services, proper documentation, and a conducive work environment for staff, partners, and visitors.

OBJECTIVE OF THE POSITION

The Office Assistant will be responsible for providing front desk, administrative, clerical, and office support services to ensure effective and efficient operations of the EU-SUSI Project Office in Kebbi State. The role will support reception duties, manage office cleanliness, handle guest reception, assist with logistics, and ensure proper maintenance of office facilities, supplies, and documentation.

KEY RESPONSIBILITIES

Front Desk & Reception Duties

• Serve as the first point of contact for visitors, staff, and partners entering the project office.
• Receive, welcome, and direct visitors appropriately, ensuring compliance with office security and safety procedures.
• Manage the reception area to ensure it is clean, organized, and professional at all times.
• Answer and route incoming calls, take messages, and respond to basic office inquiries

Administrative & Clerical Support

• Support administrative tasks such as photocopying, scanning, filing, and binding of documents.
• Maintain proper filing and documentation systems (both physical and digital).
• Support the preparation of meeting rooms, training venues, and office spaces for team activities.
• Manage incoming and outgoing correspondence, including mail and courier deliveries.
• Assist in updating office notice boards and maintaining information displays.

Office Maintenance & Facility Management

• Ensure daily office cleanliness and coordination with cleaning support staff/vendors.
• Monitor office supplies (stationery, kitchen supplies, cleaning materials) and report replenishment needs.
• Assist with the maintenance of office equipment such as printers, copiers, and scanners.
• Regularly inspect office spaces to ensure they meet safety, hygiene, and functionality standards.

Logistics & Operational Support

• Support travel logistics including hotel reservations, airport picks/drop-offs, and meeting arrangements.
• Assist in preparing refreshments during meetings, trainings, and official engagements.
• Support the arrangement of workshops or training events when required.
• Assist staff in disseminating memos, communications, and administrative updates.

Guest & Staff Support

• Facilitate proper documentation of staff movement and visitor registers.
• Provide administrative support to Kebbi-based project staff as required.
• Support new staff onboarding by ensuring workstations are prepared and orientation materials are available.

Compliance & Other Duties

• Ensure adherence to Oxfam’s administrative, safety, and security procedures at all times.
• Uphold Oxfam’s values, safeguarding standards, and code of conduct.
• Perform any other related duties assigned by the supervisor to support smooth operations

WHO ARE WE LOOKING FOR?

Education

• Minimum of OND/NCE in Office Administration, Secretarial Studies, Business Administration, Public Administration, or related field.

Experience & Skills

• Minimum of 1-2 years of administrative or front desk experience, preferably in an NGO, development project, or corporate office.
• Experience in customer service, hospitality, or clerical roles.
• Strong communication and interpersonal skills.
• Good command of spoken and written English; knowledge of Hausa is an added advantage.
• Excellent organizational and multitasking abilities.
• Proficiency in MS Office (Word, Excel, Outlook).
• Professional appearance and customer-friendly attitude.
• Ability to maintain confidentiality and professionalism.
• Strong attention to detail and time management.

Competency

• Influencing: To engage with diverse stakeholders in a way that leads to increased impact for the organization. To spot opportunities to influence effectively and where there are no opportunities, to have the ability to create them in a respectful and impactful manner.

• Self-Awareness: To develop a high degree of self-awareness around your own strengths and weaknesses and your impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.

• Humility: To put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of everyone. we are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization.

WORKING AT OXFAM IN NIGERIA

• All our work is guided by our core values: Empowerment, Accountability, Inclusiveness, Courage, Solidarity and Equality.
• At Oxfam in Nigeria, we work according to the Feminist Principles - Oxfam Policy & Practice.
• Oxfam in Nigeria is based on the power of difference. That is why we aim to attract a diverse mix of talented people who share our standards, values and principles, and who are committed to prevent and eliminate any type of misconduct.
• We have an active policy against sexual harassment, exploitation and abuse, any form of abuse of power or lack of integrity and financial misconduct. This subject will be covered in our application and selection process.

ADDITIONAL INFORMATION

• Do you believe that this is the job you are looking for? Then we would love to meet you! Please send your resume and cover letter.

• Only applications received before the closing date “December 12, 2025” and submitted via our application portal will be considered.

• Oxfam in Nigeria is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people, and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

• At the time of a contract offer, it is necessary for Oxfam in Nigeria to request valid references. Our candidates will be subject to appropriate screening checks, including criminal records and terrorism, financial checks or integrity screenings/references.

• This job opening is posted internally and externally, simultaneously. Internal candidates are given preference if they are sufficiently qualified or can be obtained in short term. We believe it’s important in our organization that our employees are offered maximum opportunities for growth in new themes and competencies. Priority for internal candidates supports this.

• Oxfam in Nigeria reserves the right, to its sole discretion, not to make agreements regarding this job opening, make an agreement in a lower level, or make an agreement with an amended job description.

Only applicants shortlisted for the post will be contacted.