JBC BLOG & NETWORK: Logistics & Admin Assistant AT Save the Children UK Kebbi, NG

Friday, February 3, 2017

Logistics & Admin Assistant AT Save the Children UK Kebbi, NG

Job description

Save the Children is the world's leading independent organisation for children. We work in 120 countries. We save children's lives; we fight for their rights; we help them fulfil their potential. We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives.

We have over two million supporters worldwide and raised 1.9 billion dollars last year to reach more children than ever before, through programmes in health, nutrition, education, protection and child rights, also in times of humanitarian crises.

Save The Children Is Recruiting To Fill The Position Below

Job Position: Logistics & Admin Assistant

Location:

Kebbi

Duration: The Project will end in August 2017.

Role Purpose

The Logistics/Admin Officer is responsible for managing logistics staff, vehicle fleet, assets, communications, procurement, security and properties to ensure effective, transparent and accountable logistic support to the Save the Children programmes in SC Nigeria.
Liaison with program teams to ensure adequate logistical consideration for coordination and planning of program implementation. Provide technical support and guidance to program teams on logistical elements of distribution & procurement planning.

Key Areas of Accountability

Transport & Fleet

Managing and tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
Ensure vehicles have current and lawful documentation.
Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reports
Receive travel requests, and maintain trip schedules and Staff Movement Board.
Manage, maintain and repair vehicles in safe and efficient working order
Ensure that vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
Responsible for administering litigations and traffic offenses.

Asset & Facility Management

Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
Oversee the issuance and return of assets to/from staff
Ensure the data network (internet) is operational and cost. Report any defective IT or office equipment to IT Officer.
Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available on request.
Ensure good condition of assets, and maintain asset condition reports.
Ensure leased properties are in good habitable conditions. Overseeing repairs on these houses, liaising with the caretaker and landlord where necessary.
Ensure the telephone system is operational and cost effective (PABX and CUG). Report any defective equipment or service. Check on running costs with Finance to ensure no misuse occurs

Procurement And Supply

Oversee procurement requirements of the Field Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed
Monitor procurement and logistics support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets
Assist the Front Desk/Admin Assist in procurement and distribution of Mobile phone cards to staff
Check the availability and prices of requested items in the local market; liaise with capital office if procurement must be conducted there
Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects

Communication And Security

Ensure adherence to communication protocol at field level.
Report all security incidents in writing in a timely manner
Supervise and ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner
Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use

Coordination & Reports

Maintain all logistic files in an organized, accurate and up to date manner
Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to capital office once per month.
Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
Line manage, coordinate, monitor and guide the work of the Office Assistant, drivers and any other logistics support by managing performance on an on-going basis
Produce weekly procurement tracker and send to programmes and capital office
Produce logistics site report, vehicle and generator cost performance report.
Update Asset Register and send to capital office every month
Carry out any other tasks required by the line manager