Job purpose
The Officer Administrative and Logistics will ensure smooth functioning of the Abuja Country Office by providing administrative and logistics functions through effective coordination, planning, monitoring of office operations, logistics and reporting. The administrative Officer will report to the Associate, Office Administration
Duties and responsibilities
Travel and Logistics Support
- Support travel arrangements for staff, partners and consultants, including flights, accommodation and ground transportation, as coordinated by the relevant team.
- Maintain and update fleet trackers and other logistics records to ensure accurate and timely information.
- Update and maintain DHIS-related logistics trackers and documentation.
- Support fuel purchases and maintain relevant fuel and vehicle records for state activities.
Office Administration, Utilities and Facilities
- Support the day-to-day management of the FCT office, including office supplies, consumables and equipment.
- Manage and monitor office utilities, including electricity, water, internet and other essential services, and follow up on related requirements.
- Coordinate and follow up on office repairs, maintenance and servicing of facilities and equipment.
- Support workstation allocation and management of staff working tools.
- Support the management of visitors and provide administrative assistance as required.
- Support the organization of meetings, workshops, events and other office activities.
Asset and Cash Management Support
- Support with asset management activities, including tagging, tracking, inventory updates and maintenance of asset records.
- Support petty cash administration and related documentation as required.
- Support the maintenance of accurate records for office supplies, consumables and other administrative items.
Finance and Administrative Documentation
- Prepare and process finance retirements relating to administrative and logistics activities in line with organizational requirements.
- Maintain and organize supporting documentation for administrative and logistics expenses.
- Maintain and box up relevant logbooks, boarding passes, receipts and other administrative records for proper filing and audit purposes.
- Track and follow up on Process Maker transactions and communicate case numbers and relevant updates as required.
Reporting and Stakeholder Coordination
- Prepare and maintain routine administrative and logistics reports and trackers, including fleet, fuel, utilities, office supplies, and consumables.
- Liaise with internal and external stakeholders, vendors, and service providers to follow up on administrative and logistics requirements.
- Escalate outstanding issues to the supervisor and provide timely updates on pending activities.
General Administrative Support
- Support the implementation of office administrative and logistics procedures in line with organizational policies.
- Maintain an organized, functional, and well-equipped office environment.
- Provide general administrative and logistics support to staff and program teams as required.
- Perform any other duties as may be assigned.
Qualifications
- HND or Bachelor’s degree in any related field
- 1-2 years’ work experience
- Excellent organizational and time management skills;
- Ability to liaise well with others
- Strong oral and written communication skills;
- Attention to detail;
- Flexibility and adaptability to changing workloads;
- Ability to use computer packages such as Microsoft offices, Internet and office equipment such as printers, photocopier, scanners etc.
- Ability to work under pressure with minimal supervision, prioritize tasks and able to meet deadlines.
Gmail
Yahoomail