Admin and Logistics Officer at CARE International

Job Summary

• CARE is seeking an Admin and Logistics Officer to support the successful management and implementation of the Regreening Africa II project in Sokoto State. The Admin and Logistics Officer will handle requisitions, inventory, fleet, travels and other Admin and logistics tasks and provide support to field offices and projects’ administration on logistics related matters. The incumbent is expected to carry out his/her task with maturity, tact and diplomacy. The core areas of performance for this position are Customer Orientation, Quality and timeliness of support provided, Observance of policies and procedures, effective relationship management with Communication and interpersonal skills.

RESPONSIBILITIES AND TASKS:

Inventory and Lease Management

• Ensure that relevant tools are in place for inventory 
• Ensure that the field Office assets are tagged and properly kept (including individual lists of office equipment)
• Ensure that inventories are made in all offices at least once a year
• Ensure that inventory documentation is kept up to date in all offices
• Coordinate and ensure that the reconciliation of all offices and partners' inventories is done with databases
• Produce annual inventory and reconciliation report to management. 
• Monitor life-cycle/shelf-life of assets and equipment 
• Monitor all sub-equipment accounts to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held
• Support inventory management of all expendable and non-expendable items under the projects. Initiate regular warehouse physical inventory counting and prepare reports on it 
• Initiate verification, maintenance, monitoring and write-off/disposal as may be appropriate in compliance with established rules and procedures 
• Initiate customs clearance of imported supplies, materials, equipment and/or vehicles for all CARE’S assets held by projects 
• Liaise with the CO for termly renewal or termination of lease contracts 
• Maintenance cordial relationship with the office landlord and ensure compliance with lease contracts.

Warehousing and Distribution 

• Support function of warehousing within CARE operations and produce official release and receiving documents. 
• Support CARE logistics and procurement function and assist with planning and goods deliveries, and provide information on the status of requests and the availability of items in the CARE supply chain system. 
• Monitor receive and release supplies based on received authorizing documentation. Verify quantities and quality (including packing) according to goods receipt document, packing lists, waybills, pre-delivery inspection reports or purchase orders and report discrepancies if any.
• Ensure that all stored materials are clearly marked with stock bins with PO/SO references and quantities per pallet/section & stored in a safe & appropriate manner. Ensure easy movement, ventilation, maintenance and systematic arrangement of stock.
• Monitor the quantity and quality of the stored supplies and report on irregularities, if any, in relation to storage, receipt or dispatch & security of the warehouses
• Maintain records and ensure appropriate filing for all documentation related to movements in and out as well as monthly warehouse stock taking reports.
• Perform monthly physical inventory checks, provide monthly stock reports and data on receipts/releases, and immediately report on any variance. Assist in regular/random physical stock taking in the warehouse.
• Develop plans for capacity building of warehouse staff. 
• Collaborate with programs and lead distribution at field office level
• Keep copies of all distribution sheets and report as required

Travel & fleet management

• Provide adequate information on travels with appropriate recommendations on flight tickets and road travels
• Explore the most economic means while booking flight tickets.
• Demonstrate the effectiveness of the fleet management by boosting efficiency, enhancing productivity, controlling costs to guiding the CO towards successful decisions 
• Provide regular submission of logistics and assets, in particular fleet management reports and generator reports.
• Analyze data on vehicle use and cost, submit a monthly report to the Operations Manager on a monthly, weekly or as and when required for management. 
• Provide adequate information on fleet with appropriate recommendations for maintenance and renewal of the fleet.
• Ensure that new vehicles are correctly registered, insured, etc. and initiate the process of renewal of documentation as required.
• Keep a record of annual fleet renewal documentation and process renewals accordingly.
• Manage the allocation and movement of vehicles at the country office.
• Ensure the country office and vendors vehicles have safety equipment needed such as first aid boxes, fire extinguishers etc.
• Effectively maintain strict adherence to CARE policies on travels, including wearing seat belts, speed limits and ensure drivers have regular training in this area.
• Maintain an overall chart and individual vehicle and generate files showing maintenance schedules, data of insurance renewals, road worthiness certificates, ECOWAS brown cards, etc

Office Protocols, Utilities and Maintenance

• Provide oversight on office Runnings
• Booking hotels reservations for workshop and training  
• Support PM in developing ToRs and procurement requests
• Coordinate local office MOUs, registrations and renewals with state governments
• Provide oversight on office cleaners  
• Ensure that the field Office is well maintained 
• Ensure that replacement plans are in place to avoid disruptions in office activities
• Ensure value for money in routine operations and office overheads
• Provide oversight on utilities and energy supply to the office premises (not limited to direct and alternate currents).

Other Responsibilities:

• Support other activities as assigned
• Contribute to CARE’s resource mobilization and sustainability efforts through proactive support to existing project implementations

Requirements

QUALIFICATION/EXPERIENCE/TECHNICAL SKILLS:

Required

• University degree in Administration in Supply Chain Management or Business Management, or equivalent
• At least three (3) years’ experience supporting or leading Admin and Logistics in a similar organization.
• Excellent and demonstrable experience in admin and logistics management.
• Demonstrable experience in office management and staff coordination. 
• Capacity to build and maintain relationships and to work effectively in a multicultural and multi-ethnic environment respecting diversity.
• Highly developed interpersonal and communication skills including good listening skills, influencing, negotiation and coaching
• Experience with Microsoft Word, Excel, Power Point and Outlook
• Experience in warehousing and stock management processes.
• Knowledge of safety standards and safety equipment (e.g. fire extinguishers, safety devices, etc.)
• Knowledge and ability to use VHF radio, Satellite phone, email, telephone and other applications.
• Familiarity with donor rules and rules and regulations (EU, USAID, ECHO, CIDA, etc...)
• Ability to exercise independent judgement and work without direction
• Good knowledge of administrative systems and practices, policies and procedures
• Good knowledge of personal safety and security
• Knowledge of safety standards and safety equipment (e.g. fire extinguishers, safety devices, etc.)
• Good knowledge of the safety and security context of CARE operations areas
• Ability to demonstrate a client-oriented approach, high sense of responsibility, courtesy and tact.
• Ability to multitask and work within deadlines
• Excellent analytical skills

Desired

• Basic skills to assist in case of emergency, knowledge of first aid basic methods.
• Familiarity with basic finance or accounting practices

Competencies:

• Approachability                             
• Building Effective Teams
• Customer Focus
• Integrity and Trust
• Drive for Results
• Comfort around Higher management
• Business Acumen
• Negotiating
• Organizational Agility