Admin and Logistics Assistant at Plan International

Role Purpose

• To provide support to sound administrative, office and logistics support to the Abuja office in line with policies of Plan International.
• The role will contribute to effective office management including support to store management, inventory/asset management, line managing CO drivers, coordinating all land travels and supervision of janitorial services.
• The incumbent will employ the use of general office practices and administrative procedures to carry out assigned

Dimensions of the Role

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

Accountabilities
Vehicle Maintenance and Management:

• Ensures that daily and weekly vehicles and stand-by generator inspections are performed and that regular servicing is carried out.
• Ensure all PIN vehicles are cleaned and routine checks performed to ensure they have proper working tools on a daily basis.
• Ensure all PIN vehicles are refuelled using an approved fuel voucher and records this on the vehicle log sheet timeously.
• Ensure all PIN vehicles are parked safely at designated place at the end of each working day not later than 6 pm.
• Ensure all PIN vehicles have official documentation up to date (licence, insurance, etc.).
• Ensure vehicles have necessary materials such as umbrellas, first aid box, map, fire extinguishers etc.
• 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.
• Coordinate and update the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town).
• Ensures that after hours travels have prior formal approval by the admin department.
• Ensure vehicle movement log book is filled timely and regularly and files in accurately.
• Report immediately to the Admin and Logistics Officer, all accidents or issues involving Plan International vehicles.
• Compliance to the motor vehicle and travel policy provisions of Plan International Nigeria.
• Analyses/ review and monitor monthly fuel consumption report for all the CO vehicle.
• Prepare and submit a monthly vehicles’ maintenance, vehicle movement and fuel consumption report.
• Keep updated a quarterly price survey for the fuel commodities and vehicles repair and maintenance spare parts.
• As Focal Point of the Global Fleet Tracking System, ensure all data for the Country are submitted online every 8th day of each month.
• Analyse monthly the Global Fleet Report and make recommendations for improvement to the line manager.

Staff and Material Transportation:

• Facilitates transportation of staff and designated people to all areas as instructed and with approved vehicle request forms.
• Enables the ferrying of goods to required points as may be directed from time to time.
• Ensure that all Plan assets are not left unattended in the vehicle whilst parked.

Other Services Provision:

• Organize the dispatching and delivery all documents between Plan and other service providers.
• Dispatch of goods and materials to various projects offices to facilitate program delivery without any reports of loss or destruction of items
• Line manage and coordinate the CO drivers and manages their routine daily schedule
• Comply with Plan’s Child Protection Policy at all times to safeguard and protect the child at all times without any reports or incidents of child abuse.
• 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.
• 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 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 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.
• Use systems and processes to assure smooth and timely flow of work.
• Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.

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.