Administrative & Logistic Assistant at Mercy Corps

Location: Dikwa Borno State

Program / Department Summary

• With the insurgency affecting North East Nigeria and displacing millions of people, Mercy Corps is expanding its humanitarian programming to support the conflict-affected population.
• As a result of the wide-scale needs, Mercy Corps is scaling-up food security, non-food items, nutrition, protection, livelihoods, and water sanitation hygiene (WASH) activities in Dikwa, Ngala, and Jere Local Government Areas in Borno State to address emergency needs.

General Position Summary

• Mercy Corps is looking for a strong Logistics Officer Position will be required to perform program support logistical duties in a timely and effective manner.

Essential Job Functions
Asset Management:

• Maintain the asset records for the field office and liaise with Abuja for a centralized assets inventory
• Ensure all the items bought that fall under Asset category according to MC Policies are properly registered on the Asset Register with all the required information
• Maintain a softcopy and manual filing system of the Asset Register for Maiduguri Office
• Liaise with all staff on Assets Management, movement and monitor if the register is properly maintained and matches with the softcopy.
• Ensure quarterly reviews and physically crosscheck the Asset Register with the assets to ensure the asset tags are available on the assets and update the assets condition - depreciation if applicable.

Administration:

• Maintain staff attendance record.
• Receive Log in and distribute incoming mails and correspondence.
• Greet and receive all visitors, suppliers etc and direct to proper person or department.
• Monitor contracts (hotels, car hire, generator servicing, security, property, cleaners etc) and notify the Admin & Logistic officer of expiry dates.
• Assist in managing appropriate filling system of all correspondence.
• Assist in monitoring activities of the cleaners and security guards.
• Monthly collation of supplies and raise purchase request for replenishment.
• Assist in monthly stock inventory and manage distribution of all office supplies.
• Assist in ensuring that 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 Ngala office is updated weekly.

Logistics:

• Log in TARs, share with drivers and support in making travel arrangements such as car hire and air ticket bookings for staff.
• Supervise the entire driver’s unit in Ngala.
• Provide drivers’ unit monthly report inclusive of the following:
  • Fuel consumption
  • Vehicle movement
  • Service/repair report
• Track purchase of diesel and fuel and keep record of diesel consumption.
• Keep record of drivers’ travels.
• Assist in compiling summary of monthly vehicle log sheets.
• Follow up of correspondence between Mercy Corps and external stakeholders when required.
• Review invoices and prepare payment schedule.

Organizational Learning:

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiarie:

• Mercy Corps team members are expected to support all efforts toward accountability, specificall to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility:

• Drivers

Accountability:

• Reports Directly To: Operations Officer
• Works Directly With: All program and operations teams

Knowledge and Experience

• A Degree in Accounting, Economics, Logistics and Procurement Management, Business Management, or related field ( with international NGOs is an asset)
• 1 -2 years’ experience in Administration, logistics and procurement with strong organizational skills,
• Ability to maintain the procurement and logistics filing system,
• Ability to interact effectively with international and national personnel
• Adaptability to unanticipated circumstances,
• Microsoft Office computer skills and experience with using email.
• Ability to communicate in English, Kanuri and Hausa
• Proven ability to solve problems independently without supervision

Success Factors

• The successful candidate will be capable of multi-tasking, rapid decision-making, have initiative, drive and a lot of energy, as well as high emotional intelligence, constructive mentoring skills and proven experience with capacity building.
• S/he will be committed to long-term program sustainability and the delivery of high-impact activities at the community level.
• Successful Mercy Corps team members have a strong commitment to teamwork and accountability, thrive in evolving and challenging environments, and make effective written and verbal communication a priority.