Administrative/Logistics Intern at Alliance for International Medical Action (ALIMA)

Report to:

HR/FIN/ADM Officer

Area:                    

Administration, Logistics

Code

ABJ003

Main Purpose

• The purpose of this role is to provide administrative and logistics support for the efficient and smooth functioning of the Nigeria Desk office according to ALIMA procedures.
• The post holder will be supervised by the HR/FIN/ADMIN Officer and expected to work closely with other members of the Desk Team and field offices.
•  Job Description
•  Arrange for the repair and maintenance of office equipment and machinery to ensure that staff work effectively without any disruptions.
• Prepare and file documents for signature and/or action, as necessary and ensure that proper filing systems are in place for the office.
• Ensure appropriate request for quotation is placed and correct quotations received for processing.
• Prepare and check procurement files in order to ensure accuracy, compliance and on time payment.
• Prepare and Maintain records of all outstanding purchase orders with external vendors, arrange transportation/shipping and forwarding services for all orders to ensure delivery on schedule.
• Submit monthly tax reports to the tax offices and ensure timely submission of statutory payment schedules.
• Ensure that office stationery and other amenities are available at all times, help Desk/field offices with processing of requisitions and purchases of some office supplies.
• Ensure timely pick-up on arrival, manage hotel reservation, staff ID cards, flight bookings and other support services for staff.
• Manage assets / materials in stock, issue them as per procedure to prevent out of stock.
• Coordinate the allocation of guesthouse rooms and ensure all premises meet the health and safety standards through regular cleaning, maintenance and repairs.
• Coordinate vehicle movement and fleet management.
• Supervise the cleaner to ensure proper cleaning and maintenance of health standards in the office and guest house.
• Perform other duties as assigned by the HR/FIN/ADMIN officer

Requirements

Education         Degree in Business administration or Public administration/ Logistics or related field.

Experience·         1-year professional experience, preferably in an INGO.

Language·         English language (French language will be an asset)

Competences

• Experience with Microsoft Word, Excel, Power Point and Outlook
• Excellent interpersonal skills and demonstrated ability to interact professionally with diverse staff, clients, and consultants.
• Demonstrated integrity, confidentiality, teamwork and professionalism.
• Competences to assess priorities, manage a variety of complex activities simultaneously in a time-sensitive environment, and meet competing deadlines