# Administrative Assistant > International Institute of Tropical Agriculture(IITA) · Ibadan, Nigeria · Contract · Posted 2026-05-12 **Workplace:** on_site **Department:** NRS ## Description The International Institute of Tropical Agriculture seeks suitable Nigeria nationals for the position below at the Institute’s Headquarters in Ibadan. **Position:        Administrative Assistant** **Contract:**       2-years renewable contract                                             **Location: Ibadan** **Closing Date: 26 May 2026** **DUTIES:**   **Administrative and Secretarial Support** - Provide administrative support to the Unit, including drafting routine correspondence, scheduling meetings, maintaining records, and supporting communication flow. - Coordinate meetings by scheduling appointments, preparing agendas, taking minutes, and tracking agreed action points to closure. - Maintain calendars for key unit activities, deadlines, and administrative deliverables. - Support the preparation, formatting, filing, and retrieval of routine administrative documents. **Unit Administration and Document Management** - Maintain organized and up-to-date filing systems, both electronic and physical, for administrative, operational, and reference documents. - Ensure that key administrative records, trackers, and registers are complete, current, and easily retrievable. - Handle confidential information with discretion and in compliance with institutional policies. - Support document control for routine laboratory administrative records, including version control, filing, and archiving. **Inventory and Supplies Coordination** - Maintain accurate inventory records for office supplies, laboratory consumables, and other routinely used unit materials, as assigned. - Monitor stock levels and support timely replenishment of approved supplies to avoid stock-outs or unnecessary overstocking. - Maintain simple stock trackers and issue records for routine supplies and consumables. - Support verification and documentation of received items against requests and delivery records.  **Procurement, Finance, and Travel Support** - Prepare and process administrative requests related to procurement, travel advances, retirements, and other unit support needs in a timely manner. - Enter and track Oracle system requests and follow up on approvals to support timely completion. - Maintain trackers for pending requests, approvals, retirements, and other administrative transactions. - Liaise with relevant support units to ensure completeness of documentation and compliance with institutional procedures. - Support the organization of travel, workshops, meetings, and related logistics for staff and unit activities.  **Laboratory Operations Coordination Support** - Support routine coordination of laboratory administrative workflows, including tracking requests, schedules, and operational follow-up as assigned by the Supervisor. - Maintain simple logs and trackers for sample receipt, internal movement, status updates, and related administrative records, where applicable. - Support coordination of shared laboratory activities by following up on timelines, documentation, and routine operational needs. - Assist with onboarding and administrative orientation of interns, temporary staff, and other new team members as assigned.  **Equipment and Service Record Support** - Maintain administrative records related to equipment servicing, calibration, maintenance schedules, and service reports, as assigned. - Track service dates, pending maintenance actions, and documentation for key laboratory equipment. - Support filing and retrieval of equipment-related documents for operational planning and audit readiness. **Reporting and Other Duties** - Prepare simple routine summaries and status updates on administrative trackers, inventory status, pending requests, and follow-up actions. - Flag delays, missing documentation, stock risks, and other routine administrative issues to the Supervisor in a timely manner. - Perform other administrative and operational support duties assigned by the Supervisor ## Requirements **QUALIFICATION:** Bachelor’s degree in Business Administration, Office Management, Pubic Administration or related courses with a minimum of two (2) years’ experience environment performing a similar role in a well-structured environment preferably in a laboratory, research, technical, or international development. **COMPETENCIES:** The ideal candidate must have: - Experience maintaining trackers, filing systems, and routine administrative records with a high level of accuracy. - Experience with ERP systems such as Oracle is an added advantage. - Prior experience supporting procurement, travel, inventory, or operations-related processes will be an added advantage. - Ability to manage multiple administrative tasks, maintain orderly systems, and follow through on priorities. - High level of accuracy in documentation, data entry, filing, and record-keeping. - Clear written and verbal communication, with the ability to engage professionally with diverse internal and external stakeholders. - Ability to handle sensitive information with discretion and professionalism. - Strong ability to track pending items, follow up consistently, and close routine actions on time. - Ability to identify routine administrative bottlenecks and escalate issues appropriately. - Ability to work effectively in a multidisciplinary environment. - Ability to manage competing deadlines and routine operational demands. - Flexibility to support evolving unit needs and additional assignments. - Demonstrate proficiency in Microsoft Office Suite, especially Word, Excel, PowerPoint, and Outlook. ## Benefits We offer highly competitive salary with equally attractive benefits and excellent working conditions in a pleasant campus environment. ## Apply [Apply at International Institute of Tropical Agriculture(IITA)](https://apply.workable.com/iita/j/1D13052BBB/apply) --- Powered by [Workable](https://www.workable.com)