Logistics Officer at Propcom Mai-karfi

PURPOSE

To assist with the Propcom Mai-karfi administrative and logistics functions.

To support the programme’s local procurement functions.

To support in the logistical arrangement for all travel of the technical team
SCOPE OF WORK

The Propcom Mai-karfi Logistics Officer will be expected to provide support to all members of the support team in the execution of programme administrative, logistics and facilities function, assisting with the day to day functionality of the office environments at all times. This includes all PM offices and office spaces throughout the country

Propcom Mai-Karfi staff work as part of an integrated team and as such, the logistics Officer will be expected to contribute in other ways as directed by his/her line manager to the overall success of team/programme activities.
SPECIFIC RESPONSIBILITIES

The Logistics Officer will be required to:

• Contribute to maintenance of reliable provision of services (water, electricity, security (in offices out of Abuja), etc.) to the programme offices at all times
• Contribute to the management of all programme assets (including laptops and vehicles) and inventory in the various programme offices and residences ensuring that staff are adequately educated about the utilisation of all such items
• Ensure that all office equipment is functioning at all times including photocopiers, printers, scanners, air conditioners etc. establish and maintain working relationships with appropriate maintenance service providers and ensure all equipment are serviced as at when due in line with retainership agreements
• Assist with the regular updating of the projects approved supplier list as required.
• Ensure the appropriate tagging of all programme assets in line with DFID regulations when required to do so by the Personnel Manager or the Operations and Security Manager
• Assist with the conducting of periodic assets and inventory checks on all programme offices and residences and report to line manager on any issues arising
• Take responsibility, in conjunction with the office assistant, for the management of the programme’s consumables including stationary, paper, beverages etc. updating stocklist on a daily basis and notifying line manager when stock is low and ensure processes are put in place for replacement/procurement
• Ensure that all programme procurements meet with set DFID procurement guidelines and that all documentation are done appropriately leaving a clear audit trail
• Check that all items procured exhibit clear value for money and transparency within the procurement process
• Support the Personnel Manager and the Operations and Security Manager in ensuring that standards of goods and services procured are maintained and that background checks and due diligence checks are conducted on all vendors where necessaryManage programme stores.
• Support the Personnel Manager in the disposal of programme items in line with DFID standards.
• Support the Operations and Security Manager in the execution of the logistics functions of the programme including (but not limited to) hotel liaison, travel arrangements for staff and consultants (including ticket booking and purchase).
• Take responsibility for checking and reconciling driver’s log books, overtime claims and travel timetable/schedules in conjunction with the Operations and Security Manager
• Ensure the cleanliness of office environs by ensuring fumigation is done as at when due
• Other duties as requested by the line manager, the Director of Operations or members of the Senior Management team

WORKING RELATIONSHIPS

The Logistics Officer will report to the Operations and Security Manager or his/her Designee as designated by the Director Operations.

S/he will also be expected to establish strong working relationship with a variety of vendors and providers of goods and services as well as with other members of the Propcom Mai-Karfi team.

COMPETENCIES (note: competencies should be matched against assigned proficiency levels in the programme administrative competency framework)

• Communication: Effectively communicates by actively listening and sharing information with relevant internal and/or external colleagues and stakeholders using a variety of appropriate communication tools and channels to enable better understanding; adjusts communication style and tone according to the audience and occasion. Proactively disseminates both verbal and written information in a timely and understandable manner.
• Expected Behavioural Proficiency Levels
• Oral and written Communication: Behavioural proficiency level 2
• Use of Communication Tools: Behavioural proficiency level 2
• Reporting: Behavioural proficiency level 2
• Professionalism: Achieves satisfactory levels of technical and professional skill or knowledge in position-related areas; keeping up with current developments and trends in areas of expertise
• Expected Behavioural Proficiency Levels
• Technical Expertise: Behavioural proficiency level 2
• Organisational Understanding: Behavioural proficiency level 2
• Continuous Professional Development: Behavioural proficiency level 2
• Team Working: Shares and articulates team vision and demonstrates that by working co-operatively with a positive attitude across cultural and organisational boundaries to achieve shared goals; Treats others with dignity and respect and maintains a friendly demeanour and values the contribution of others.
• Expected Behavioural Proficiency Levels
• Interpersonal Skills: Behavioural proficiency level 2
• Building effective relationships: Behavioural proficiency level 2
• Customer support: Behavioural proficiency level 2
• Results and Achievement Oriented: Focusing personal efforts on achieving results consistent with the programme’s objectives
• Expected Behavioural Proficiency Levels
• Achievement: Behavioural proficiency level 2
• Problem Analysis: Behavioural proficiency level 2
• Innovation: Behavioural proficiency level 2
• Prioritisation and Personal Effectiveness: Establishes and maintains mechanisms that enable the prompt and accurate delivery on assigned tasks and activities
• Expected Behavioural Proficiency Levels
• Attention to Detail: Behavioural proficiency level 2
• Prioritisation and Planning: Behavioural proficiency level 2
• Initiative: Behavioural proficiency level 2
• Cross Cultural Sensitivity: Demonstrates an open-minded approach to understanding people regardless of their gender, age, race, national origin, religion, ethnicity, disability status, or other characteristics; treats all people fairly and consistently; effectively works with people from diverse backgrounds by treating them with dignity and respect
• Expected Behavioural Proficiency Levels
• Cultural Awareness: Behavioural proficiency level 2

Diversity: Behavioural proficiency level 2
ESSENTIAL QUALIFICATIONS

The Operations Officer should have;

• A minimum of a degree in a management discipline and be able to communicate fluently in English
• Minimum of 3 years work experience in a similar position within an international development project;
• Familiarity with the mechanics of office equipment;
• Familiar with fleet management
• Previous logistic management experience;
• Knowledge of basic hardware maintenance;

LOCATION OF POST

This is an Abuja based position but may require occasional travel to other parts of Nigeria

Applications are encouraged from all those who can clearly demonstrate the required skills and experiences, as well as a passion for development in Nigeria.