Admin and Logistics Assistant at Plan International

Locations: Maiduguri, Borno and Damaturu, Yobe

Role Purpose

• To provide support to sound administrative, office and logistics support to the Maiduguri and Damaturu office in line with policies of Plan International.
• The role will contribute to effective office management including support to store management, inventory / asset management and supervision of janitorial services.
• The incumbent will employ the use of general office practices and administrative procedures to carry out assigned tasks.

Dimensions of the Role

• Implementation of administrative processes, protocols and systems for the Maiduguri and Damaturu Office.
• Provide administrative and logistical support for staff
• Supervision of janitors / cleaners

Accountabilities

• Knowledge of general office practices and administrative procedures.
• Supports in maintenance of general office systems including filing, sending, receiving and distributing documents, photocopying/scanning, etc.
• Assist with organization of meetings and special events.
• Participate in vendor identification and prequalification exercise.
• Assist in conducting market survey and product research as may be required by logistics and admin team on regular basis
• Assist with sourcing for quotations towards the procurement of goods and materials for program delivery as per corporate procedures to ensure value for money is obtained.
• Responsible for operational purchase requisition creation, send request for quotation (RFQ).
• Responsible for posting good receipt on SAP using relevant documents – (delivery note, invoices and PO).
• Support program activities in the office where necessary.
• Keep and maintain store records and materials to ensure prompt supply of materials to staff for the effective discharge of their work without any disruptions of work-flow
• Maintain good and professional relationship with relevant vendors and visitors to the Office
• Resourceful in gathering and providing information.
• Ensure that the office is tidy at all times through effective supervision of the cleaners
• Receives and signs for fixed asset items and maintains physical inventory
• Ensures that daily and weekly vehicle and stand-by generator inspections are performed and that regular servicing is carried out.
• Facilitates the repair or recovery of vehicle and generator breakdowns when required, including repair / recovery outside of working hours; follows up on periodic services of the vehicles.
• Ensures that assets are received, coded and registered in the assets register and ensures disposal of assets are carried out according to existing policies and specific donor rules.
• Assist to coordinate and update the daily movement board (Airport drop-offs/pick-ups and movement within / outside the town).
• Ensure that vehicles are checked daily and road worthy, log books are maintained and update records of all vehicles
• Use systems and processes to assure smooth and timely flow of work.
• Perform other administrative job-related duties and functions for the office as may be assign by the supervisor.

Technical Expertise, Skills and Knowledge
Essential:

• A Diploma certificate with minimum of 3 years work related experience or BA  / B.Sc / HND in any discipline with minimum of 2 years related field experience.
• Previous experience in usage of operations ERP especially SAP
• Proficiency in MS Word, MS Excel and MS Outlook a must
• Knowledge of operating standard office equipment
• Excellent communication skills – written and verbal
• Ability to prioritize projects and strong problem-solving skills
• Good research skills and attention to detail.