Logistic/Travel Officer at American University of Nigeria (AUN)

SUMMARY OF POSITION:

The travel/logistic officer will be charged with the responsibility of providing and managing staff travels (expatriate and national) in accordance with the university policy and procedure. He/She must gain in-depth knowledge of the policy and procedures and apply the policy intent. S/he is required to implement policy and procedures fairly and with integrity to all AUN employees. S/he demonstrates a high level of interpersonal skills and attention to detail. The position works under the supervision of the Coordinator of Logistics the Logistics officer is responsible for the following duties:

DETAILED LISTING OF RESPONSIBILITIES:

• Prepares logistics and support plans in accordance to budgets and policy.
• Prepares reconciliation of Cigna deduction schedule for payroll.
• Prepares reconciliation of Cigna payments.
• Prepares information for management reports.
• Develops logistics contingency plans
• Develops and implement methodologies and tools to enable effective execution of logistics plan.
• Manages logistics operations including personnel and materials.
• Ensures timely and cost effective delivery of services.
• Plan and manage special logistics events
• S/he manages shipping personal staff and university belongings, to and from Yola, Nigeria
• Works with Abuja liaison office in coordinating arrival/departure of AUN personnel and guests.
• Responsible for hotel booking procedure and transport in Abuja and Lagos
• Provides information as may be required for the staff to where to shop, who to call in the case of an emergency and will make their settling in easier and comfortable
• Advises employees about passport and visa requirements, rates of currency exchange, and import duties.
• Provides advice, assistance and follow-up on the University policy, procedures and documentations
• Processes and capture  all travel documents in a timely manner
• Preparing and sending itinerary for preview to the traveler

• Processes the request and/or cancellations for travels
• Gives tickets to traveler and prepares various reports as desired by supervisor and management.
• Provides courteous and friendly customer service
• Performs any other duties as assigned by supervisor

• Identifies and reports discrepancies in collaboration with the finance department
• Follows up on clients complaints

Requirements for the position:

• Bachelor's Degree in the in business administration or a related field
• At least three(3) years’ experience in demonstrating financial and costing and budgeting skills
• Strong financial skills – costing, budgeting.
• Excellent data entry skills in softwares and Microsoft office such as:  Excel, OpenERP , in Microsoft Outlook/Word
• Good communication skills including ability to prepare and present concise oral and written logistics reports, briefing updates and other documentations.
• Ability to establish priorities and to plan, coordinate and monitor progress.
• Expertise to apply policy fairly in all situations.
• Client orientation – excellent customer care skills.

• Strong personal initiative and willingness to accept responsibilities, comprehensive grasp of logistics operations and practices; willingness and potential to learn industry of logistics
• Experience in Human Resources Management
• Must be familiar with world geography especially countries represented at AUN. 

• Demonstrated ability to work under pressure, think pro-actively, and problem solving skills.

Other needs possible for the position:

• Ability to effectively present information to internal and external guests both over the phone and in person in a professional manner.
• Client orientation – excellent customer care skills.
• Teamwork – good interpersonal skills, ability to lead teamwork, demonstrated ability to develop and maintain effective working relationships.
• Ability to maintain a high level of accuracy in preparing and entering information
• Confidentiality concerning personnel files and records