Security, Administrative and Logistics Officer at Project Hope

ESSENTIAL RESPONSIBILITIES  

Human Resources Management

• Work with the Senior Program Officer on all HR related issues.
• Coordinate proper documentation of staff personnel files inclusive of contracts, leave records and other paperwork required for employment in local context.  
• Collaborate with Program/Technical staff to ensure that appropriate care and training are being conducted and to offer support to field staff. 
• Maintain open lines of communications with all field staff. 
• Assist with recruitment, retention (leave administration, contract renewal, etc.), promotion and departure of staff; ensure all personnel files and HR related files are maintained and updated to include all information. 
• Follow established Human Resources practices and policies in accordance with the Organization’s regulations and procedures. 

Administration

• Ensures and follow-up all maintenance and/or repair needs on properties like; Office furniture, Office equipment, Machineries, Electric line & bulbs, Telephone line and apparatuses…etc.) to ensure all operations are in working order. 
• Ensure regularly the functionality of fire extinguisher, first aid kits, electric, water and telephone systems. 
• Ensure availability of sufficient office supplies for office use.
• Ensure staffs are provided clear guidance to them based on the Policy and Procedures. 
• Ensure proper vendor management and/or communication (Eg. Rental companies, Taxi, Security and Cleaning services.. etc).
• Review all payment requests for, vehicle rent, taxi service, security and cleaning services t, suppliers, etc. and make sure bills are timely settled.
• Ensures the office generator is regularly maintained and makes follow up on generator fuel refilling & reserve fuel is available for generator all the time and ensures the efficiency of the office generator.
• Providing general administration support to operations section.

Logistics

• Develop and implement logistics and transportation procedures in conjunction with the Senior Program Officer and Finance Manager. 
• Arrange taxi for visitors and staff. 
• Support staff with logistics requirements for trainings, courses and workshops and other program needs. 
• Oversee proper management of office consumables.
• Approve Goods Receiving Note and Store Requisition. 
• Expedite temporary storage facilitation when the need arises.  
• Maintain an information system that provides accountability for inventory management, replacement, distribution and complies with donor and organizational requirements. 
• Facilitating annual inventor for fixed asset and stock items and working closely with the regional and seconded staff on the fixed asset status.
• Work with Senior Program Officer ensure security operations and systems are implemented and followed. 
• Assist in the selection of vehicles for long and short term rental contracts and work as a procurement committee member. 
• Comply with operational procedures in all activities, including procurement and security guidelines.
• Responsible for preparing monthly activity, fuel consumption & expenditure report of field rental vehicles and presenting these to supervisor every month.
• Ensure that log sheets for field rental vehicles are strictly recorded and properly signed and submitted to the logistics unit each month and properly documented.
• Develop and maintain an up-to-date electronic register of fleet tracking for field rental vehicles. 
• Produces vehicle utilization report on monthly, quarterly, and annual basis. 
• Ensures that all field rental vehicles are clean, regularly serviced and maintained as per schedules. 
• Perform any other duties assigned by the supervisor

Security

• Serve as the security focal person on the project.
• Adhere to all security instructions provided.
• Brief staff on security situations as necessary.

Working Relationships  

• Maintain frequent communication with Program Director and all Program Staff to ensure HR and administrative activities and objectives are communicated. 
• Work with direct line manager, senior management, and field teams to ensure the coordination of programs are within budgeted targets.  

Qualifications  

• Degree in Social Sciences, Business Administration and/or in a relevant field of study. 
• Prior HR training/experience. 

Experience  

• Minimum of three (3) years of experience in a non-profit organization or equivalent experience, training, and education.  
• Extensive experience in the administrative and financial management of overseas programs at the management level.  
• Extensive experience in working with computerized accounting systems.  
• Comprehensive knowledge and working experience with BMGF, USAID, World Bank, EU, DfID and other donors preferred.
• Experience in developing and managing procurement and logistical procedures and policies.