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  • Posted: May 26, 2015
    Deadline: Jun 8, 2015
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    OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort. OCHA's mission is to: Mobilize and coordinate effective and principled humanitarian action i...
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    Logistics Clerk

    Duties and Responsibilities

    Summary of Key Functions: 

    • Provide overall protocol, logistic and administrative support services
    • Administer and execute processes and transactions
    • Support to logistics and facilities management processes
    • Support to management of driver and maintenance of vehicles

    Provide overall protocol, logistic and administrative support services focusing on achievement of the following results:

    • Process Travel authorization and estimation of related travel costs.
    • Follow up on certification and approval of TA (Travel authorization).
    • Confirm travel to staff after approval by Head of Office.
    • Provision of cost effective and time-saving travel and hotel arrangement to the staff
    • Arrange for security clearance for high risk areas which require special clearance.
    • Process requests for visas for all UN travelers and follow up for timely visa issue.
    • Hotel reservations for visiting UN/UNOCHA officials.
    • Update field staff movements and report to Admin an Finance Analyst and other relevant heads of units
    • Organization of Office receptions, meetings, workshops, conferences, retreats, etc... Handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc
    • Process visas and Resident Permits including Diplomatic Cards for international staff and their dependants.
    • Administrate OCHA’s assets and keep track of all equipment provided to staff members
    • Maintain the inventory in  FIMS (OCHA’s Field Inventory Management system) to reflect accuracy

    Administer and execute processes and transactions focusing on achievement of the following results:

    • Full compliance of UN/UNOCHA rules and regulations, policies and strategies on travel management
    • Follow up with  travel agent for timely feedback on ticketing and quotes
    • Liaise with UNDP travel unit on issuance of purchase order for ticketing.
    • Track all ticket refunds and ensure timely recovery of funds by UNDP and credit of OCHA account
    • Prepare for AFO request for procurement of office equipment to be submitted to UNDP and Follow up issuance of Purchase order with UNDP procurement team.
    • Process procurement  of goods less than $2500 within AFO’s authority
    • Maintain up-dated filing system

    Supports logistics and facilities management processes for OCHA Nigeria (Abuja and field offices) focusing on achievement of the following results:

    • Prepare and make necessary arrangement of shipments of OCHA Assets to field offices. Oversee MORSS improvement in the office
    • Oversee the maintenance of Office equipment. Assist in the coordination of office space, furniture, equipment and building maintenance matters; payment of rent, utilities, and other maintenance and cleaning services, other services
    • Oversee management of drivers and maintenance of office vehicles
    • Assign  vehicles and office drivers  to staff upon request during work hours
    • Ensure that the office vehicle are well maintain , follow up on any repair on the office vehicles
    • Oversee correct use of fuel card
    • Ensure that vehicle log books are up to date.
    • Ensure insurance coverage for the office vehicles.
    • Prepare cost recovery table for the private use of office vehicles.

    Required Skills and Experience

    Education:
    Secondary education.  Certification in administration desirable, University Degree in Business or Public Administration desirable, but it is not a requirement.

    Experience:
    A minimum 4 years of relevant experience in administration or programme support service, logistics   Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

    Language Requirements:
    Fluency in  English

    Method of Application

    Interested and suitably qualified candidates should click on preferred job titles to apply online.

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