Field Logistics and Admin Assistant (Pulka) at Norwegian Church Aid (NCA)

POSITION SUMMARY

The Field Logistics and Administration Assistant will be managing the office/ guest house at Pulka. This includes overseeing the maintenance and cleanliness of the guest house, coordinating bookings and accommodations for staff and visitors, ensuring that all necessary supplies are stocked, and handling any logistical needs related to the guest house. They should ensure that all operations comply with NCA policies and standards.

AREAS OF RESPONSIBILITY 

1. Field Office and Guest House Management: Overseeing the maintenance, cleanliness, and overall upkeep of the office /guest house to ensure a comfortable working environment.
2. Supervision of Casual Workers: Overseeing the work of casual workers, assigning tasks, monitoring performance, and ensuring that all duties are carried out effectively and efficiently.
3. Supply Management: Ensuring that the guest house is well-stocked with necessary supplies, such as toiletries, linens, and other essentials, and coordinating with vendors for timely replenishment.
4. Record Keeping: Maintaining accurate records of guest house usage, including booking details, maintenance logs, and inventory records, to ensure efficient operations.
5. Compliance and Safety: Ensuring that the guest house operations comply with organizational policies and safety standards and addressing any issues or concerns promptly.

MAIN TASKS 

1. Ensure that the office / guest house is always clean and tidy.
2. Oversee the general maintenance of the office/ guest house, including furniture, fixtures, and appliances. Regularly inspect the office / guest house to identify and address maintenance needs.
3. Ensures the utilities are smooth and running i.e., the generator fuel etc.
4. Liaises with the Maiduguri HR and Admin officer on respective staff accommodations for staff arriving and departing to designated approved destinations. This includes humanitarian hub for non-field staff, international staff, and visitors to the field office.
5. Monitor inventory levels of office /guest house supplies such as stationaries, cooking gas, clean drinking water, toiletries, linens, and cleaning products. Order and restock supplies as needed to ensure availability.
6. Supports in small procurement at field levels according to the NCA approval schemes.
7. Liaise with Procurement and logistic and / or Program department for expected delivery of goods for office/guest house or project activities.
8. Coordinate with the program team on inventory items planned for distribution.
9. Manage Cash Advances, oversee the issuance and reconciliation of cash advances, ensuring proper documentation and accountability in line with NCA procurement procedure with timely liquidation to the finance department.
10. Administration of the vehicle logs to ensure each driver has enough log sheets, that they are duly filled and form part of the payment request for the vehicle hire company.
11. Maintain detailed records of asset and inventory. Track inventory levels and usage of supplies.
12. Monitor the performance of casual workers (security guards, cleaners, and cooks) to ensure tasks are completed effectively. Assign tasks to casual workers based on daily needs and priorities. Provide guidance and training to casual workers as needed.
13. Supports in collecting and sending any HR related documents and send them to the Senior HR Officer in Maiduguri for processing (Volunteer timesheets etc.)
14. Ensure that all office / guest house operations comply with organizational policies and safety standards.
15. Address any compliance or safety issues promptly and effectively. Report any security concerns or breaches to the Senior Safety and Security Officer to ensure the safety of the staff and the office/guest house.

OTHER DUTIES / FUNCTIONS ASSIGNED TO THE POSTION 

1. Comply with and promote NCA security requirements and program routines, regulations and Standard Operating Procedures
2. Work with the relevant HO counterparts to enhance coordination and collaboration between Country Office departments and with the Head Office.
3. Provide relevant documents for archiving in the NCA system.
4. Additional HR/ Admin / Logistic tasks delegated by the Senior HR and Admin Officer and / or the Operations Manager.