Logistics Officer at Malaria Consortium

Department: Operations
Length of contract: TBC
Role type: National
Grade: 6
Travel involved: In-country travel on occasion
Reporting to: Office Manager

Country Background
Malaria Consortium has been operational in Nigeria since 2008 first as a lead of the large DFID funded Support to National Malaria Programme (SuNMaP) and now as lead or partner on several programmes. In 2012, Malaria Consortium fully established itself in Nigeria with a long-term commitment and opened a country office. 2 Last updated 22/02/2018

Job Purpose

• The Logistics Officer will be responsible for all Abuja based logistics planning for Malaria Consortium activities in Nigeria.

Scope of Work

• The Logistics Officer will support project logistics planning, implementation and regular updating.
• They will conduct all Abuja based logistics in accordance with the Malaria Consortium policies.

Key Working Relationships

• The Logistics Officer will report to the Abuja Office Manager, and will work closely with all Abuja based staff to provide them Logistics support

Key Accountabilities
Travel management (30%):

• Organise and book all national and international flights based on approved Travel Authorisation Forms (TAFs)
• Organise all airport pickup and drop offs with Malaria Consortium or hired vehicles
• Provide international travelers with letters of invitation as required
• Ensure the ‘Country Visitor Information Guide’ is up to date and accurate and available to visitors on the Malaria Consortium Intranet page
• Organise and book Abuja accommodation required by visitors or staff for work purposes

Event management (40%):

• Organising Abuja based seminars/workshops/conferences including
• Provide advice to project managers in designing and organising Abuja based workshops/conferences
• Procuring suitable facilities for the workshop/conference following Malaria Consortiums standard procurement processes
• Organising and tracking all associated people movements using taxis, rental cars and/or Malaria Consortium vehicles as required
• Booking and managing all accommodation requirements for the event
• Organising and tracking all per diems for event participants, based on Malaria Consortiums per diem policy and budget holder approvals

Fleet management (30%):

• Manage the Abuja based drivers, including planning the driver roster, driver training as required and performance reviews
• Conduct driving assessments for all new Malaria Consortium drivers in Abuja
• Ensuring that all drivers have valid driver’s licenses and have completed a valid eye test
• Ensure all Malaria Consortium vehicles in Nigeria are registered and have required vehicle insurance
• Ensure logbooks are completed for all trips, with all logbook data collated into the Fleet monthly report
• Provide monthly analysis of the fleet report to the Abuja Office Manager, including fleet costs analysis, issues and recommended actions for fleet improvements
• Manage all fuel usage and costs for Abuja based vehicle used by Malaria Consortium
• Source and book rental vehicles, following the Malaria Consortium Procurement Policy, as required to supplement Malaria Consortiums fleet needs

Qualifications and Experience
Essential

• Degree or similar qualification in Administration or related field
• At least 3-5 years’ experience working in an operations related role specifically in administration or event management
• Proven writing skills in English
• Ability to work effectively and sensitively with staff in other locations
• A collaborative and flexible style, with a strong service mentality
• Facilitation and coordination skills
• Excellent Microsoft skills

Desirable:

• Attentive to detail
• Highly organised
• Flexible and self- motivated
• Excellent written and oral communication skills
• He/she must clearly display the ability to effectively prioritise and perform to tight deadlines

Work-based Skills and Competencies
Essential:

• Excellent interpersonal and communication skills
• Excellent computer skills with proficiency in Microsoft Word, Excel and Powerpoint
• Demonstrable driving skills and a valid driving license

Desirable:

• Good coordination skills
• Excellent analytical skills

Core Competencies       
Delivering results (Level A - Focuses on delivering contribution to Malaria Consortium and achieving own objectives):

• Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations
• Strong self-management of time and effort
• Checks own work to ensure quality

Analysis and use of information (Level A - Gathers information and identifies problems effectivel):

• Interprets basic written information
• Attentive to detail
• Follows guidelines to identify issues
• Recognises problems within their remit
• Uses appropriate methods for gathering and summarising data

Interpersonal and communications (Level B - Adapts communications effectivel):

• Tailors communication (content, style and medium) to diverse audiences
• Communicates equally effectively at all organisational levels
• Understands others’ underlying needs, concerns and motivations and communicates effectively in sensitive situations
• Resolves intra-team and inter-team conflicts effectively

Collaboration and partnering (Level A - Is a good and effective team playe):

• Knows who their customers are and their requirements
• Respects and listens to different views/opinions
• Actively collaborates across teams to achieve objectives and develop own thinking.
• Proactive in providing and seeking support from team members

Leading and motivating people (Level A - Open to learning and responds positively to feedbac):

• Willingness to manage own development and performance
• Builds capacity of colleagues by sharing knowledge (induction) and acting as induction ‘buddy’ when asked
• Open to learning new things
• Responds positively to feedback from others
• Identifies mistakes and takes positive steps to improve

Flexibility/ adaptability (Level B - Clarifies priorities and ensures learning from experience):

• Clarifies priorities when leading change
• Sees and shows others the benefits of strategic change
• Helps colleagues/team members to practice stress management through prioritization of workloads and modelling of appropriate self-management and care
• Makes time to learn from experience and feedback, and apply the lessons to a new situation

Salary
N3,052,350