Administrative & Logistics Assistant at Mercy Corps

Program / Department Summary

• Mercy Corps has been present in Nigeria since December 2012, focusing its interventions on adolescent girls' empowerment, economic development and conflict mitigation. In mid-2014, Mercy Corps has decided to address the rising humanitarian needs among displaced households and vulnerable host communities by in the northeast Nigeria and started its humanitarian program.
• With funding from variety of donors, including OFDA, FFP, EU and ECHO, the humanitarian program has been focusing on food assistance, non-food items distribution, protection, livelihoods support, WASH and capacity building of humanitarian response actors.
• All Mercy Corps interventions in Nigeria are implemented in a conflict and gender sensitive manner.

General Position Summary

• The Admin & Logistics assistant will be responsible for some of the administrative & logistics functions and will be based in Abuja .
• The candidate will work under the direct supervision of the Admin and Logistics Officer to support operations process of MC Nigeria.
• The successful candidate will undertake any other official tasks that might be required working in close collaborations with other operations team members as well as Programs.

Essential Job Responsibilities
Administration:

• Maintain staff attendance records.
• Receive, log in and distribute incoming mails and correspondences.
• Greet & receive all visitors, suppliers etc. and direct to proper person or department.
• Monitor contracts (hotels, car hires, generator servicing, and security, property, cleaning contracts e.c.t) and notify the admin & logistics officer of expiry dates.
• Assist in managing appropriate filing systems of office correspondences.
• Assisting in monitoring activities of the cleaners & security guards.
• Monthly collation of supplies and raise Purchase request for replenishments.
• Assist in maintaining stock inventory and manage distribution of all office supplies.
• Assist in ensuring the office ambiance is regularly monitored and maintenance addressed
• Assist in any other necessary administrative and office management details.
• S/he is responsible for ensuring the staff movement board in Abuja office is updated weekly.

Logistics:

• Log in TARs, share with drivers and support in making travel arrangements such as car hire, hotel and air ticket bookings for staff.
• Supervise the entire drivers' unit activities in Mercy Corps
• Provide drivers' unit monthly report inclusive of the following;
  • fuel consumption
  • vehicle movement
  • Service/repair report
• Track purchase of diesel and fuel;
  • keep record of diesel consumption
  • keep record of drivers' travels
• Assist in compiling summary of monthly vehicle log sheets of MC vehicles.
• Monitor operation of generator and inverter as well as the servicing schedule.
• Make visa enquiries from embassy on behalf of staff.
• Follow up of correspondences between Mercy Corps and external stakeholders when required.
• Review invoices and prepare payment requests.

General:

• Adherence to all MC policies and procedures as outlined in MC policies and procedure manuals;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in country of operation;
• Other duties as assigned.

Knowledge and Experience

• BA/S in relevant field required
• Minimum 1-2 years of experience working in operations (logistics or procurement), preferably within an NGO, international business or related field.
• Strong organization skills.
• A demonstrated ability to multi-task and process information into action to avoid delays in program implementation.
• A clear understanding of procurement ethics and donor compliance is essential.
• Ability to interact effectively with international and national personnel.
• Commitment to renewing and maintaining knowledge of best practices
• Ability to work under pressure
• Strong interpersonal, intercultural and communication skills
• Excellent oral and written skills and computer skills
• Strong computer skills on MS office programs
• Fluency in English is required.

Success Factors:

• The successful candidate will have a can-do attitude. Ideally, s/he will have previous experience in working in large-scale emergency programs in insecure and conflict-affected contexts, including remote management. S/he is a problem solver, who is adept in successfully dealing with issues of complexity. S/he is an active listener and contributor, working to create a strong team share ideas and learn. Conscientious with an excellent sense of judgment.
• Mercy Corps team members represent the agency both during and outside work hours.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

go to method of application »

Program / Department Summary

• Mercy Corps has been present in Nigeria since December 2012, focusing its interventions on adolescent girls' empowerment, economic development and conflict mitigation. In mid-2014, Mercy Corps has decided to address the rising humanitarian needs among displaced households and vulnerable host communities by in the northeast Nigeria and started its humanitarian program.
• With funding from variety of donors, including OFDA, FFP, EU and ECHO, the humanitarian program has been focusing on food assistance, non-food items distribution, protection, livelihoods support, WASH and capacity building of humanitarian response actors.
• All Mercy Corps interventions in Nigeria are implemented in a conflict and gender sensitive manner.

General Position Summary

• The Admin & Logistics assistant will be responsible for some of the administrative & logistics functions and will be based in Abuja .
• The candidate will work under the direct supervision of the Admin and Logistics Officer to support operations process of MC Nigeria.
• The successful candidate will undertake any other official tasks that might be required working in close collaborations with other operations team members as well as Programs.

Essential Job Responsibilities
Administration:

• Maintain staff attendance records.
• Receive, log in and distribute incoming mails and correspondences.
• Greet & receive all visitors, suppliers etc. and direct to proper person or department.
• Monitor contracts (hotels, car hires, generator servicing, and security, property, cleaning contracts e.c.t) and notify the admin & logistics officer of expiry dates.
• Assist in managing appropriate filing systems of office correspondences.
• Assisting in monitoring activities of the cleaners & security guards.
• Monthly collation of supplies and raise Purchase request for replenishments.
• Assist in maintaining stock inventory and manage distribution of all office supplies.
• Assist in ensuring the office ambiance is regularly monitored and maintenance addressed
• Assist in any other necessary administrative and office management details.
• S/he is responsible for ensuring the staff movement board in Abuja office is updated weekly.

Logistics:

• Log in TARs, share with drivers and support in making travel arrangements such as car hire, hotel and air ticket bookings for staff.
• Supervise the entire drivers' unit activities in Mercy Corps
• Provide drivers' unit monthly report inclusive of the following;
  • fuel consumption
  • vehicle movement
  • Service/repair report
• Track purchase of diesel and fuel;
  • keep record of diesel consumption
  • keep record of drivers' travels
• Assist in compiling summary of monthly vehicle log sheets of MC vehicles.
• Monitor operation of generator and inverter as well as the servicing schedule.
• Make visa enquiries from embassy on behalf of staff.
• Follow up of correspondences between Mercy Corps and external stakeholders when required.
• Review invoices and prepare payment requests.

General:

• Adherence to all MC policies and procedures as outlined in MC policies and procedure manuals;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in country of operation;
• Other duties as assigned.

Knowledge and Experience

• BA/S in relevant field required
• Minimum 1-2 years of experience working in operations (logistics or procurement), preferably within an NGO, international business or related field.
• Strong organization skills.
• A demonstrated ability to multi-task and process information into action to avoid delays in program implementation.
• A clear understanding of procurement ethics and donor compliance is essential.
• Ability to interact effectively with international and national personnel.
• Commitment to renewing and maintaining knowledge of best practices
• Ability to work under pressure
• Strong interpersonal, intercultural and communication skills
• Excellent oral and written skills and computer skills
• Strong computer skills on MS office programs
• Fluency in English is required.

Success Factors:

• The successful candidate will have a can-do attitude. Ideally, s/he will have previous experience in working in large-scale emergency programs in insecure and conflict-affected contexts, including remote management. S/he is a problem solver, who is adept in successfully dealing with issues of complexity. S/he is an active listener and contributor, working to create a strong team share ideas and learn. Conscientious with an excellent sense of judgment.
• Mercy Corps team members represent the agency both during and outside work hours.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

go to method of application »

Program / Department Summary

• Mercy Corps has been present in Nigeria since December 2012, focusing its interventions on adolescent girls' empowerment, economic development and conflict mitigation. In mid-2014, Mercy Corps has decided to address the rising humanitarian needs among displaced households and vulnerable host communities by in the northeast Nigeria and started its humanitarian program.
• With funding from variety of donors, including OFDA, FFP, EU and ECHO, the humanitarian program has been focusing on food assistance, non-food items distribution, protection, livelihoods support, WASH and capacity building of humanitarian response actors.
• All Mercy Corps interventions in Nigeria are implemented in a conflict and gender sensitive manner.

General Position Summary

• The Admin & Logistics assistant will be responsible for some of the administrative & logistics functions and will be based in Abuja .
• The candidate will work under the direct supervision of the Admin and Logistics Officer to support operations process of MC Nigeria.
• The successful candidate will undertake any other official tasks that might be required working in close collaborations with other operations team members as well as Programs.

Essential Job Responsibilities
Administration:

• Maintain staff attendance records.
• Receive, log in and distribute incoming mails and correspondences.
• Greet & receive all visitors, suppliers etc. and direct to proper person or department.
• Monitor contracts (hotels, car hires, generator servicing, and security, property, cleaning contracts e.c.t) and notify the admin & logistics officer of expiry dates.
• Assist in managing appropriate filing systems of office correspondences.
• Assisting in monitoring activities of the cleaners & security guards.
• Monthly collation of supplies and raise Purchase request for replenishments.
• Assist in maintaining stock inventory and manage distribution of all office supplies.
• Assist in ensuring the office ambiance is regularly monitored and maintenance addressed
• Assist in any other necessary administrative and office management details.
• S/he is responsible for ensuring the staff movement board in Abuja office is updated weekly.

Logistics:

• Log in TARs, share with drivers and support in making travel arrangements such as car hire, hotel and air ticket bookings for staff.
• Supervise the entire drivers' unit activities in Mercy Corps
• Provide drivers' unit monthly report inclusive of the following;
  • fuel consumption
  • vehicle movement
  • Service/repair report
• Track purchase of diesel and fuel;
  • keep record of diesel consumption
  • keep record of drivers' travels
• Assist in compiling summary of monthly vehicle log sheets of MC vehicles.
• Monitor operation of generator and inverter as well as the servicing schedule.
• Make visa enquiries from embassy on behalf of staff.
• Follow up of correspondences between Mercy Corps and external stakeholders when required.
• Review invoices and prepare payment requests.

General:

• Adherence to all MC policies and procedures as outlined in MC policies and procedure manuals;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in country of operation;
• Other duties as assigned.

Knowledge and Experience

• BA/S in relevant field required
• Minimum 1-2 years of experience working in operations (logistics or procurement), preferably within an NGO, international business or related field.
• Strong organization skills.
• A demonstrated ability to multi-task and process information into action to avoid delays in program implementation.
• A clear understanding of procurement ethics and donor compliance is essential.
• Ability to interact effectively with international and national personnel.
• Commitment to renewing and maintaining knowledge of best practices
• Ability to work under pressure
• Strong interpersonal, intercultural and communication skills
• Excellent oral and written skills and computer skills
• Strong computer skills on MS office programs
• Fluency in English is required.

Success Factors:

• The successful candidate will have a can-do attitude. Ideally, s/he will have previous experience in working in large-scale emergency programs in insecure and conflict-affected contexts, including remote management. S/he is a problem solver, who is adept in successfully dealing with issues of complexity. S/he is an active listener and contributor, working to create a strong team share ideas and learn. Conscientious with an excellent sense of judgment.
• Mercy Corps team members represent the agency both during and outside work hours.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.