Consultant - Operations at Center for Civilians in Conflict’s Mission

Reference Number: OPSCABJ030821

Job Summary

• The incumbent will be responsible for general office administrative functions and logistics management at the field office under supervision of Project Finance Officer.
• Operation consultants provide service in the day-to-day delivery of responsive, effective, efficient and administrative activities in support of the Center for Civilians in Conflict’ (CIVIC) mission to improve civilian’s protection.
• The incumbent will provide consistent and high-quality service and contribute to the proper stewardship of resources to help ensure operational effectiveness in support of high-quality programming.

Job Responsibilities

• Record all financial transaction in the financial template accurately and in a timely fashion.
• Ensure that staff advances are correctly and timey retired on time.
• Conduct due diligence review of potential consultants/contractors and vendors prior to submission for approval.
• Remittance of statutory deductions such as Taxes, Pensions and NHF to various
• Develop and maintain systems for tracking contractual documents, correspondence and reporting applying records management policy.
• Make reservations for air, train, or road travel, as necessary.
• Provide timely and accurate logistical support for organizing conferences, workshops, and events. This includes arrangement of venue setup, catering, workshop supplies, and equipment.
• Coordinate with program team to confirm participants and workshop costs. Ensure the vendor invoices and participants expense reports are processed for payment on time.
• Administer travel authorizations, travel advance requests, and travel expense reports including reviewing, ensuring authorized approval and processing for payments as per the corporate and project travel guidelines.
• Manage necessary vendor relationships to ensure smooth organization of workshops and programs. Maintain up-to-date list of vendors for accommodations, conference venues, travel logistics, workshop and stationery supplies, catering services, taxi/vehicle rentals, conference equipment and support services, interpreters, etc.
• Potential travel to event venues to provide logistics support during activities.
• Review invoices for payment. Ensure necessary review, deliverables and approvals before uploading payments.
• Ensure applicable tax withholding and deduction are taken care of per Nigeria law and regulations.
• Record all financial transaction in the financial template accurately and in a timely fashion.
• Maintain up to date bank and petty cash account transaction records and supporting documentations.
• Ensure all CIVIC assets are properly recorded, listed and tagged and inventory list updated from time to time

Educational Qualifications & Experience Requirements

• Bachelor's Degree in Business Administration, Accounting or other Social Science discipline is required. Professional diploma/Certificate or courses in Administration or Logistics preferred.
• 3 years’ experience working in an office environment in a administrative role. Experience with a local or international NGO a plus.
• Additional education may substitute for some experience.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.
• Good time management skills with ability to work on multiple tasks
• Strong customer service orientation with good communication and interpersonal skills
• Proactive, resourceful, solutions oriented and results-oriented.