Logistics and Admin Assistant-Yola at International Rescue Committee (IRC)

• The Logistics/Admin Assistant reports to Adamawa Supply chain Manager and HR/Admin Officer.
• The primary responsibility of this assistant is to Assist Admin and supply chain tasks in the assigned office.

Responsibilities/Scope of Work

Administration

• Support with tracking and monitoring of IRC yola office and guesthouse administration and maintenance.
• Support with ensuring that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, internet, and other communications functions in the field office.
• Support with the proper use and functionality of office equipment.
• Track and monitor subscriptions and monthly telephone and Internet communications and assure that all are paid on time.
• Assist in processing travel documents (visa, ticket, and accommodation payment etc.)
• Hotel bookings and payment.
• Work closely with the Adamawa HR focal person.

Warehouse Management

• Update bin cards and stock cards for items in the warehouse daily as may be required.
• Communicate any discrepancies observed during receipt or release of goods to the warehouse officer.
• Support the supervision of loading, offloading the goods into the warehouse by the warehouse casual staff.
• Support periodic cycle count as per the standard operating procedure.
• Record daily transactions in warehouse register.
• Update stock cards for goods in the warehouse.
• File warehouse documents online and in physical folders as may be required.
• Supervise kitting activities where required.
• Oversee warehouse operations in Yola, ensuring proper stock-keeping records, storage conditions, security, and facility maintenance
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, well managed and documented.

Asset Management:

• Ensure proper tracking, maintenance, and recording of all IRC assets in Yola IRC office, which will lead to an accurate asset database at all times.
• Ensure that each staff member in Yola is accountable for every asset assigned to them using the Equipment Issue / Receipt forms.
• Implement maintenance systems and procedures for assets, including follow-up.
• Ensure quarterly physical check of assets and submission of asset reports to Warehouse officer and supply chain manager for review.
• Liaise with Warehouse officer & supply chain manager to recommend disposal of assets in Yola to ensure that it is reviewed and implemented annually as per IRC and donor requirements regulations.
• Ensure that an up-to-date filing system for all assets is maintained.
• Retrieve assets and reassigned at the end of employee term of service.

Fleet and Transport Management:

• Oversee the management of the transport fleet for Yola office. Ensure that vehicles are allocated to program / departments in an efficient manner and in coordination with Program teams and logistics manager.
• Ensure that systems are in place to account for transported goods.
• Collects log sheets and ensure it is properly filled.

Manage and monitor drivers.

• Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
• Prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting, and analysis for continuous improvement.
• Ensure management, tracking, maintenance, and reporting of all rented and IRC vehicles in Yola according to IRC policy.
• Ensure that all vehicles are secure when not in use.
• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicles related parts and consumables, including fuel.

Maintenance:

• Ensures all infrastructures within office spaces are maintained and functioning at any given time. this may include working rooms/spaces, doors, windows, hand washing facilities, latrines etc. with the support of transport and maintenance team in Yola.
• Responsible for proactive maintains of equipment, tools, furniture, generators etc. in the office.
• Manage all expenses related to maintenance requirements and request for timely PRs.
• Prepares proactive maintenance plan with support of the Snr Transport and maintenance officer in Yola and submits to supply chain manager for approval.
• Maintains all necessary documentations regarding maintenance.
• Prepare and submit monthly report on maintenance functions in Yola office.

Key Working Relationships:

Position Reports to:  Adamawa HR Officer and Supply chain Manager

Other Internal and/or external contacts:

Internal: Yola Admin staff, Warehouse staff, Transport and Maintenance staff and programs staff,

External: Vendors/suppliers, Technicians and INGO’s and Local NGO

Qualifications

• BSc Public Administration or any social related field.
• Supply chain/logistics certification desirable.
• 1 years of experience in similar position.
• Previous NGO experience will be an added advantage.
• Strong organizational, interpersonal, and communication skills.
• Excellent computer skills including MS Word, Excel, and Outlook
• Attention to details.
• Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint.

Languages:   Excellent in English