ASSISTANT ADMIN/FRONT DESK OFFICER

ASSISTANT ADMIN/FRONT DESK OFFICER – CENTRE FOR DEMOCRACY AND
DEVELOPMENT (CDD-WEST AFRICA)

About Us

The Centre for Democracy and Development (CDD) is an independent not-for-profit and not-partisan think and do-tank that is dedicated to providing strategic analysis, project management and technical advisory, capacity building and advocacy on questions of democratic and economic governance, human rights, peacebuilding and security sector transformation, and sustainable development in West Africa.

Available Position

CDD is seeking highly experienced and motivated candidates for the following role:

Job Title: Assistant Admin/Front Desk Officer
Reports to: Head of Admin
Location: Katsina Field Office
Job Type: Fixed- Term

Job Summary

The role is based in Katsina and it involves front desk management, scheduling, and general administrative support. It includes coordinating travel, logistics, and meetings for staff and project activities. The position supports procurement, inventory tracking, and vendor management. It handles finance-related tasks such as petty cash, expense reports, and beneficiary payments. Additional duties include data collection during events and maintaining organized records.

Key Roles and Responsibilities

• Responsible for the maintenance of the front desk - answer and direct phone calls
• Schedule and coordinate meetings, appointments, and travel arrangements
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports such as weekly and monthly reports
• Develop and maintain both electronic and hard copy filing system
• Order office supplies
• Resolve administrative problems and inquiries
• Book travel arrangements and other logistics for existing projects
• Submit and reconcile expense reports
• Schedule and coordinate meetings, appointments, and travel arrangements
• Assist in the planning and control of inventories through accurate tagging system
• Maintaining records of all assets to ensure proper tracking of assets movement and assignments
• Maintain vendor contacts, do market surveys, identify viable vendors, and receive quotations and invoices from vendors
• Produce and distribute correspondence memos, letters, faxes, and forms
• Reproducing documents with the photocopying machine, Binding of documents
• Raise payments and ensure proper disbursement to beneficiaries
• Inspection of hotels to make reservations for lodging and hall for workshop/trainings
• Provide logistics and finance support for trainings, workshops, and meetings
• Data collection during workshop/trainings, seminars, and town hall meetings
• Prepare payment schedule in Excel sheet format for program participants/beneficiaries
• Review attendance list and payment sheet before forwarding such to Head office for payment
• Work with the finance officer in Head office to resolve failed payments and wrong account detail(s) if any
• Photocopy or scan and file payment sheets, attendance sheets and all payment related documents to Head office
• Follow up with vendors for submission of invoices and receipts
• Coordinate with program staff to collect necessary documents and ensure proper documentation after return from field activities
• Make request for petty cash replenishment
• Disburse petty cash
• Keep records of all petty cash disbursed
• Liaise with tax authorities and other related agencies in Katsina state
• To run errands as may be required
• Perform other duties that may be assigned from time to time

Required Qualification

• BSc. In business administration, management, finance, or related degree
• A minimum of 2 years’ experience working as an administrative/finance assistant
• Working knowledge of accounting software, such as QuickBooks
• Meticulous attention to detail and ability to perform tasks with accuracy and efficiency in mind
• Excellent analytical skills and financial prowess
• Good organizational and time-management skills
• Strong team player with solid communication skills
• High levels of integrity and ability to handle confidential information.

How to Apply

If you are a motivated and experienced professional looking for a challenging role,
please submit your application, including your cover letter, CV and contact information
for three professional references to:

cddabv@cddwestafrica.org CC: eyusuf@cddwestafrica.org and ahassan@cddwestafrica.org

Deadline: 15th August 2025

Note: CDD is an equal opportunity employer – i.e. it does not discriminate on the bases
of religion, ethnicity, and ideological and political views.