NIF Administration and Logistic Assistant (North-east) at iMMAP

Background

The INGO Forum in Nigeria (NIF) was formed in late 2014 to develop a collaborative platform for effective and principled INGO interaction, engagement and coordination for humanitarian, recovery and development interventions in Nigeria. Since inception, the INGO Forum has become a critical platform for ensuring effective information sharing and analysis; leadership on advocacy and policy engagement; and liaison with government/donor/UN engagement and engagement ensuring the perspectives of INGOs and affected populations are ultimately included in decision-making processes. The INGO Forum is governed by a core membership of 54 members (and 7 observers) with new member applications pending approval on a regular basis, The INGO Forum is governed by an elected Steering Committee of five Country Directors and a Chair that works alongside a full term Secretariat. Since November 2020, the INGO Forum is administratively hosted by iMMAP in Nigeria’s capital city of Abuja as well as Maiduguri.

Description of Duties

The role of the Administration and Logistics Assistance is to provide general administrative and logistical support to the Nigeria INGO Forum’s office and team in the Northeast. The position is based in Maiduguri however the geographical scope covers the states of Adamawa, Borno and Yobe.

Specific responsibilities

Administrative

• Maintain a programs team plan to provide logistical and administrative support to planned and upcoming activities of the NIF office in the Northeast.
• Work directly with the NIF Program Officer on procurement processes and documentation.
• Ensure compliance with all iMMAP and Donor procurement, asset management, and operations policies.
• Update the asset register for the Maiduguri Office and ensure accurate records of office supplies.
• Support the team organize meetings at the office.
• Take meeting minutes when required Assist the Program Officer with input to TORs and contracts for events and consultancies.
• Support, as required, with filing, data entry and archiving.
• In close collaboration with the NIF Deputy Director, and upon their request, support the team in the Northeast with external engagement with government agencies e.g., submission of letters, response of invitations etc.

Logistics

• Responsible for all travel and accommodation arrangements for NIF guests and staff within the Northeast in collaboration with iMMAP’s Operations and Security team
• Assist in organizing all logistics for trainings, workshops, events, and other INGO Forum activities including flight bookings, hall booking, visibility etc. in coordination with relevant colleagues
• In consultation with NIF Deputy Director and the team, procure office supplies and ensure all stationery is available
• Manage and organize NIF office assets in Maiduguri
• Work with iMMAP Operations to supervise logistics arrangements for staff movement
• Serve as NIFs Focal Point for UNHAS and manage bookings for staff travel and PSEA

Requirements

• Education
• University an Institute degree in business administration, finance or relevant field
• Experience
• With at least 2 years or work experience in Administration field and a with an NGO.
• Knowledge and training on handling PSEA cases
• Soft skills
• Flexible and adaptable to any situation.
• Ability to work independently while under pressure and during long hours.
• Excellent work habits with a willingness to work in a multi-cultural environment.
• Excellent organizational skills, including proven ability in administration, financial and logistics.
• Excellent communication skills, including drafting documents;
• Programmes
• Excellent computer skills in the Windows and Microsoft Office especially MS Excel and MS Access.

Guiding Principles

Personnel is expected to conduct itself in a professional manner and respect local laws, customs and iMMAP’s policies, procedures, and values at all times and in all Countries.

iMMAP has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct.

iMMAP is an Equal Opportunity Employer regardless of background.