Logistics Assistant at COOPI - Cooperazione Internazionale

COOPI in Nigeria

• COOPI started its operations in North-East Nigeria in July 2014 to carry out a rapid evaluation of the most relevant constraints suffered by the Internally Displaced People (IDPs) displaced by the food crisis and the Boko Haram insurgency in the Lake Chad Basin.
• The COOPI Nigeria Field Office is located in Sokoto State, in order to cover intervention LGAs in Sokoto State and to provide direct assistance to the IDPs and their hosting communities, through a multi-sectorial program covering Food Security, Disaster Risk Reduction, Social protection, Early Recovery, and Livelihoods, Nutrition and Child Protection interventions.
• COOPI's capacity to respond to the humanitarian situation in the country is confirmed by its experience in providing humanitarian aid in more than 27 other Countries around the World, in over 50 years of operations.
• The BHA (Bureau of Humanitarian Assistance) project, Integrated Emergency Response to the Displaced Population in Zamfara, Sokoto, and Katsina States, Northwest Nigeria Depending on fund availability will be carried out by a consortium led by the International Rescue Committee (IRC) in collaboration with the Alliance for International Medical Action (Alima), Cooperazione Internazionale (COOPI), and Life Helpers Initiative (LHI), aims to leverage each partner's expertise to provide immediate humanitarian assistance to internally displaced people populations through area-based approach.
• Under the BHA (Bureau of Humanitarian Assistance) project, COOPI will be implementing WASH, Protection, and Multi-purpose Cash Assistance (MPCA) activities inSokoto state Goronyo, Rabah, Sokoto South, Isah, and Sabon Birni Local Government Area Local Government Area.
• The consortium will provide immediate humanitarian assistance to displaced populations in IDP camps, through an area-based approach and integrated multisectoral intervention in health, nutrition, WASH, MPCA, and protection, in Zamfara, Sokoto, and Katsina states through a coordinated approach with the state government and other key actors in North West Nigeria.

Main Duties / Responsibilities
Under the general supervision and guidance of the Logistics Coordinator and the Logistics officer, the Logistics assistant will be responsible for the following key duties:
Procurement:

• Filing of all necessary procurement documents and archiving electronically.
• Tracking and monitoring all original invoices and verifing before payment.
• In liaison with the Logistics officer issue tender documents to vendors on request after tender is announced.
• Assisting the procurement officer in updating suppliers list and price lists and regularly checking on price validity for updates..
• Data entry on procurement software (REGOLO) and uploading the required documentation accordingly.

Logistics:

• Assist the Logistics officer with proper fuel storage and management at base and update the fuel tracking form deligently.
• Liaise with Logistics officer to ensure monthly logistics and fuel consumption reports are submited to the logistics coordinator in a timely manner.
• Assist the Logistics officer in updating asset inventory register regularly or as per need.
• Support the identification and contracting of premises (office, guesthouses & warehouses) based on geographical, operational and financial criteria, in close liaison with the LogCo.
• Contribute to ensure proper working and living conditions for all staff in each premises by providing appropriate power supply, drinking water, stationery etc.
• Ensure preventive and and corrective maitenance of works of premises.
• Coordinate with relevant departments for travel arrangements and reservations as necessary.
• Support the Logistics officer with managing the vehicle fleet and ensure that the trip logs are counter-signed by the lead passengers.
• Schedule timely and regular preventive service of the generators.
• Support policy implementation in procurement / logistics to improve the effectiveness and efficiency of organization by working with respective coordinators.
• Support the Logistics officer to undertake market survey on a regular basis to obtain prices at competitive costs for services and goods.
• Support the Logistics officer with performing quarterly appraisal for vendors and update the supplier’s database.
• Perform any other duties as required.

Code of conduct and associated policies:

• Treat beneficiaries with dignity and apply COOPI’s Code of Ethics and Conduct, the UN Convention for the Elimination of Discrimination Against Women (CEDAW), and the UN Convention on the Rights of the Child (UNCRC) in the field, including sensitizing Field Monitors and vendors/agents on such principles.
• Promote the zero-tolerance policy regarding corruption and ensure adherence to COOPI Code of Conduct and Anti-Fraud policy.
• This ToR shall be inclusive of any other task specifically those assigned by the Area Coordinator or Logistics Coordinator.

Profile of the Candidate (Education, Training, Experience, Competences, Skills)
Minimum Requirements:
Education:

• University degree in either Logistics, Supply Chain Management, or equivalent, Business Administration, or another relevant field experience with additional years of related work experience and/or specialized training/courses.

Experience:

• At least 3 years working with an INGO / UN.
• Experience working in North West or North East is an added advantage.

Technical Skills & Knowledge:

• Sound understanding of supply Chain and procurement cycle, concepts and principles with a broad knowledge of best practices and techniques.
• Knowledge of common procurement / logistics principles and possesses and the ability to quickly assimilate COOPI and donors’ processes and systems;
• Ability to rapidly analyse and integrate diverse information.

Competencies:

• Good communication and negotiation skills with the ability to persuade, influence and adapts quickly to different situations;
• Excellent oral, and writing skills.
• Well organized and detail-oriented;
• Ability to work independently and in a team with other departments and units

Essential:

• Be professional, motivated, flexible, and culturally sensitive
• Be excellent in communication skills and proficient in report writing especially tender reports and monthly reports.
• Excellent working knowledge of Microsoft Office programming (Access, Outlook, Excel, PowerPoint, and Word).
• Excellent communication, writing, and analytical skills.
• Excellent communication, coordination, and facilitation skills.
• Ability to work in a team, and establish effective working relationships with people from different nationalities and cultural backgrounds.
• Ability to work under tight deadlines and simultaneously autonomously manage multiple tasks.
• Previous work experience with INGOs and UN Organizations is desirable.

Preferred:

• Knowledge of the local language (Hausa and Kanuri).
• Willing and able to be based and travel regularly within remote areas, where services are limited.
• Previous experience in a similar position.