Admin & Logistics Assistant at Zankli Medical Services Ltd

Required Qualification: Educated to Degree Level

Experience: Minimum of 2 years

Available Position: 1

Duration: Fixed-term appointment at 100%FTE until 31 Dec 2021 and then renewable annually 31 Dec 2024 (subject to funding)

DESCRIPTION OF DUTIES: Under the supervision of the Technical Officer and working in close cooperation with the LSTM Abuja team, the incumbent is required to carry out the following duties:

Administration & Logistics

• In partnership with LSTM Abuja, prepare detailed budgets for specific activities and ensure they are in accordance with overall project budgets.
• Prepare draft invitation letters to invite participants for all agreed activities and submit to MOH for official processing.
• Provide logistic support for all programme activities such as stakeholders & dissemination meetings, M&E, trainings, data collection in collaboration with responsible technical returning officer.
• Liaise with the MOH responsible office to organize all activities planned in the workplan to ensure they take place according to existing plan which is agreeable by both parties.
• To ensure all training materials for training are organized and printed before the trainings.
• To ensure that the training equipment sets are at the site of training ready for use.
• To ensure that after the training equipment is cleaned, counted, packed in respective boxes and returned to the storage site.
• To link with LSTM Abuja staff to arrange programme participation in forums/workshops related to Reproductive Maternal and Child Health Services.
• To contribute to the design of project activity plans and schedules.
• To support the identification and recording of project issues and risks, and the identification and implementations of agreed actions.
• To support project documentation processes.
• To support project reporting, closure and evaluation activities.
• Work towards achieving programme objectives.
• To ensure compliance with organisational procedures and contractual conditions.
• Act in a manner that safeguards children and/or vulnerable adults as applicable to the role.
• To carry any other duty assigned by your employer.

Financial Administration

• Undertake basic financial administration, including processing orders, invoices and expense claims, ensuring that appropriate records and evidence is maintained.
• Ensure compliance with procedures to budget check all expenditure as part of authorisation process
• Track expenditure against budget, using the financial trackers provided by GFAPU.

Code and align expenditure to project outputs, activities and budget lines.

PERSON SPECIFICATION: Admin & Logistics Assistant, Nigeria (Kaduna state)

Criteria

Competency

Essential (E) / Desirable (D)

Assessment

Education and Training

Educated to Degree Level

E

Application and interview

Experience

• Experience of organising and managing events
• Experience of working to tight targets and deadlines
• Experience of working with Ministry of Health, local NGOs etc
• Experience of financial and statistical reporting

E

 

E

 

D

E

Application and interview

Skills and Abilities

• Highly numerate and literate
• Exceptional organisation ability and attention to detail
• Strong interpersonal and relationship building skills
• Effective oral and written communication skills
• Flexible with ability to multitask and prioritise time and task demands
• Able to work on own initiative and under pressure to competing deadlines

E

E

 

E

 

E

 

E

 

E

Application and interview

Knowledge

• Knowledge and behaviours that support equality, diversity and inclusive practice
• Knowledge and behaviours that support safeguarding as applicable to the role
• Knowledge of Microsoft Word, Excel, Powerpoint and Access

E

Application and interview

Special Aptitude

• Ability to network, build and maintain external partnerships/relationships
• Ability to work co-operatively and productively as a team member
• Willingness and ability to learn new skills and adapt to challenges quickly
• Enthusiastic and positive approach to work
• Sensitivity to a variety of cultures

E

 

E

 

E

 

E

E

Application Form and interview

Circumstances

Fixed-term appointment at 100%FTE until 31 Dec 2021 and then renewable annually 31 Dec 2024 (subject to funding)

This is a non-contractual document that can be varied from time to time as circumstances dictate.

This job description is intended to summarize the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.