Field Logistics and Administrative Assistant at Norwegian Church Aid ('NCA')

Supplies

• Ensures there is cooking gas and clean drinking water regularly and the water dispensers/pots are in good clean conditions
• Facilitates availability of office stationaries, toiletries, generator fuel and other material necessary for the smooth operations of the guest houses and office
• Ensures that stationeries, supplies, and assets records are updated on a regular basis in line with NCA procurement policy.

Logistics

• Supervises all Security guards, cleaners, and house keepers in discharging their duties.
• Providing logistical support to the team and equipment and premises in the safe space, water stations in the field location

Accommodation

• Liaises with the Maiduguri Senior 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.
• Collect all invoices, bills for movement and accommodation within the month and dispatch to Maiduguri for processing.

Fleet

• 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 motor company.
• Keeps a record of all staff travels and facilitates according to plan
• Manages the staff movement board ensuring that vehicles are available on schedule to transport staff to different official locations
• Ensures the utilities are smooth and running i.e., the generator fuel etc.

Finance

• Processes payment requests for the invoices for further action by finance department
• Filing of all vouchers and sending them to Maiduguri
• Petty cash administration on impress basis and requisitioning when the balance is at reasonable levels.
• Photocopies and sending any relevant finance documents to Maiduguri.

Warehousing

• Ensuring that all necessary tools and management procedures are in place to avoid stock ruptures, losses (expiries, damages due to bad storage conditions, temperature breach) and excess stocks. Regularly checking inventory levels (physical counts), keeping inventories up to date and monitoring consumption
• Checking, recording, and arranging the goods received and ensuring the availability of a wide range of items for various users
• Ensuring that all items are well organized and correctly stored according to their specificity, well protected, fully identified and easily accessible (cleanliness, security, access, etc.)
• Supervising the team under his/her responsibility including the definition and planning of each person's tasks (daily supervision and checking the quality of their work); drawing up working schedule and organizing and leading team meetings
• Releasing items from stores according to NCA standard and updating the store register daily
• Informing the line manager of the need for replenishment in the store
• Ensuring stock taking and inventories are conducted on regular interval
• Planning and supervising on a day-to-day basis the Warehouse and Stock Management activities in Maiduguri and field locations, ensuring compliance of NCA standards, protocols, and procedures. These activities include but are not limited to the following:

Maintenance of equipments and premises

• Cleanliness of compound, office and guest houses with all litter bins emptied and garbage collected
• Ensures that the small repairs for electrical tools are carried out to satisfaction of staff
• Ensures that material and equipment are delivered to the venue
• Have the material and equipment returned after the function for future use and safe custody.
• Liaises with Maiduguri officers for the smooth running of the field offices and vehicle movements.
• Undertakes any other duties as may be assigned by the line manager
• Ensures that the cleaners/house keepers have the tools of work, brooms, mops, following up on pending requisitions you place for their work tools.

Office Administration

• Supports in trainings, ensuring that the training venue is ready before training kicks off
• Supports in collecting and sending any HR related documents and send them to the Senior HR Officer in Maiduguri for processing (Volunteer timesheets etc)
• Executes any other tasks as may on the directives of the Senior HR Officer, Logistics Officer and Field Supervisor

Working Relationships:

• Works with other program and operations staff at the field location to ensure the coordination of NCA activities are managed smoothly.

Security:

• Ensures application and compliance of security protocols and policies.
• Facilitates emergency and non-emergency security expenditures.
• Actively promotes PSEA (Prevention of Sexual Exploitation and Abuse) standards within NCA and amongst beneficiaries served by NCA.

Qualifications

Administrative degree from a recognized institution

Experience:

• At least 2 years in a similar post out with NGO
• Language skills: fluent verbal/written English and local language.
• Supervisory experience required

Experience & technical skills

• Essential computer literacy (word, excel)
• Good interpersonal skills to establish effective working relationships with all staff and key stakeholders externally.   
• Teamwork and cooperation
• Behavioural flexibility
• Adherance to NCA Principles
• Excellent stress managementAbility to manage conflict and reach and build consensus.
• Willingness to live and work in difficult and rapidly changing conditions.
• Constructive and pro-active communication with a wide variety of actors and stakeholders.

NCA’S COMMITMENTS

NCA is committed to following the following policies, standards and commitments and all staff are equally expected to conform to their requirements:

• Humanitarian Accountability Partnership (HAP)
• Code of Conduct for the International Red Cross and Red Crescent Movement and Non-Governmental Organizations (NGOs) in Disaster Relief
• ACT Alliance Code of Conduct
• SPHERE Humanitarian Charter and Minimum Standards in Disaster Relief
• NCA Nigeria Security Plan
• NCA Nigeria Staff Handbook

Prevention of Sexual Exploitation and Abuse
Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Norwegian Church Aid and amongst beneficiaries served by Norwegian Church Aid
Compliance & Ethics:  

Promotes and encourages a culture of compliance and ethics throughout Norwegian Church Aid. As applicable to the position, maintains a clear understanding of Norwegian Church Aid’ and donor compliance and ethics standards and adheres to those standards.  Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values

Other duties as assigned. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive

Nigeria Nationals only

Position: Logistics/Admin Assistant

Location: Two slots (Monguno and Pulka)

Contract duration: 1 year with possible extension

Only Short-listed candidates will be contacted.