Fresh Vacancies at COOPI Cooperazione Internazionale

Reports to: Country Administrator
Duration of the contract: 3 Months (Renewable subject to funding) Basic salary: (according to the experience)
Starting Date: As soon as possible

Scope of the Vacancy

• The Logistic/Admin Assistant will provide support to the Coordination office in Abuja
• Providing support and information on areas of work covered in this position.
• Implements Coordination office plans to agreed standards.
• Assists with the development of solutions to problems and responds to routine problems.
• Responds to and uses information received in a variety of formats from different sources.
• Day to day planning in line with Coordination office priorities.
• Communicates both internally and externally to give and receive information.
• Draw from a number of information sources to make decisions.
• Solves basic problems, which have some variety, and takes decisions based on a number of possible options.

Main Duties / Responsibilities

• Under the direct supervision of the Country Administrator, and in collaboration with the HR Manager and Administrative Assistant who are collaborators in the Coordination office.

Key Responsibilities
Administration:

• Responsible for incoming and outgoing administrative mail/documents – receiving, distributing, and filing and ensuring that all communications are properly referred and recorded
• Supervise the daily maintenance and running of the office and guest house, including liaison with Coordination office team to maintain proper working of equipment and adequate stock of office supplies.
• Provide Logistic/Administrative support to the Coordination office team, including filling of documents (both paper files and e-files).
• Receive and disseminate internal communications to all COOPI personnel as necessary.
• Liaise with the relevant staff to send out approved invitation letters to all visitors to the programme and expatriate staff to facilitate their visa arrangement.
• Responsible for sending and receiving documents by courier and maintaining full records of its content
• Provide Admin support in arranging required stationery,
• Provide admin support in all other areas of work including photocopying, binding, scanning and printing of documents for the Coordination Office.
• Establish common filing systems and storage and archiving of documents and file documents for all projects.
• Any other duties as may be assigned

Logistics:

• Ensure arrangements for travel for staff and visitors, including local and international travel/flights.
• Ensure hotel bookings or other appropriate accommodation for visitors and staff are made in a pro-active manner.

You will specifically need to:

• Make arrangements for pick-up and drop-off of visitors/staff at point of entry for the incoming and outgoing journey.
• Negotiate and arrange shipment of expatriate staff personal effects (start and end of contract) as applicable in consultation with line manager.
• Liaise with all travel and UNHAS agencies for travel update and other related information’s as required.
• Create and share staff movement and accommodation tracking
• Do routine check for Guest House, Office and Vehicles to make sure Standard Operating Procedure is in place and followed;
• Maintain calendar/time table to coordinate workflow of Office and Guest House requirement;
• Ensure timely and quality maintenance work for office/guest house premises and equipment;
• Ensure that there is appropriate office furniture for the office including ensuring that office premise is maintained at all times and kept to acceptable standards;
• Initiating timely provision of quality services and goods for the office (water and stationery supplies)
• Ensure office security/safety, and that security procedures are implemented.

Additional Responsibilities:

• This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and assigned by his/her supervisor.

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

• Degree/Diploma in Business Management, Public Administration, or related subject, with previous experience working in humanitarian projects.

Desired Competencies / Skills:
Essential:

• 1-2 years Logistic/Admin related work experience with an International NGO
• Experience in data collection, collation and archiving
• Fluency in English
• Ability to plan and organize work and write clear and concise reports and communicate effectively (both in writing and verbally)
• Proven ability to prioritize tasks and meet deadlines
• Excellent communication skills.
• Proven commitment to accountability

candidates should send their CV's (max 3 pages) and Cover Letter (max 1 page) to: recruitment.nigeria@coopi.org  Specifying in the e-mail subject “Application for Log/Admin Assistant”.

Note

• Any late application or incomplete submission will not be considered and thus will be disregarded immediately.
• Only shortlisted applicants will be contacted.

go to method of application »

Context and Background
Since the declaration of state of emergency in the Nigerian federal States of Borno, Yobe, and Adamawa, the escalation of the Boko Haram insurgency has led to multiple displacement crises, with communities fleeing their area of origin to take refuge in camps or host communities. In 2014 there was a substantial increase in violence related to Boko Haram and the counter insurgency operations, consequently creating acute and largely unmet humanitarian needs, as IDPs are cut off from their homes and livelihoods, basic services, kinship and social ties.

In September 2014, COOPI began operating in north eastern Nigeria in response to the humanitarian crisis caused by the insurgency, established its operation in Bauchi State and later expanded to Yobe State considering the heightened presence of IDPs in the LGAs of Fika, Damaturu, Potiskum, Geidam and Yunusari.

Recently, COOPI initiated a Food Security and Nutrition intervention in Kaga LGA (Borno State) and establishes a presence in Maiduguri to launch an Education and Protection projects. COOPI is currently operating in 5 LGAs in Yobe State, reaching about 25,000 individuals among IDPs and host communities with a multi-sectoral intervention covering nutrition, food security and child protection.

COOPI has recently developed a cash & voucher based response system in Nigeria to address the food insecure communities while integrating this approach with a nutrition component – community outreach, referral system, IYCF campaign and appropriate therapeutic services addressed to malnourished children and pregnant and breastfeeding women.

Given the unfolding large scale emergency in the north eastern Nigeria, COOPI plans to scale up its current operations in Yobe state and reach newly accessible areas, in addition to areas receiving Nigerian returnees from Niger, with its multi-sectoral services including food security, cash transfer programming, nutrition and protection.

Role Purpose

• He/she is responsible for the project’s execution, in technical, economic/financial terms, and in terms of resources management on field, in compliance with COOPI and the donor’s procedures.
• He/she ensures the expected results attainment in budget management.

Responsibilities
Activity planning and management:

• In cooperation with the project staff, he/she plans and monitors the activities’progress, in compliance with the contract signed with the donor and with COOPI and the donor’s procedures.

Administrative and financial management:

• In collaboration with the Project Administrator/Administrative Coordinator he/she plans all expenditures to make.
• He/she regularly monitors all made expenditures.
• He/she supervises accounting and the project cash safe/bank account management and, where there was no dedicated staff, he/she directly manages the accounting and the project cash safe/bank accounts, making use of the instruments made available by the organization (Merlino).
• In cooperation with the Project Administrator and in coordination with the Administrative Coordinator he/she prepares the Purchases Plan.
• He/she ensures the organization and donor’s procedures respect when purchasing goods and services.

Reporting:

• In coordination with the Head of Mission ad with the Administrative Coordinator, he/she ensures the preparation, in compliance with the deadlines, of all financial and narrative reports – interim and final – expected by the project.
• He/she is responsible for the preparation of all formal communication and contract modifications requests (ex. budget modification) of the projects he manages.

Staff Management:

• In coordination with the Head of Mission and in compliance with the country’s rules/laws and with the COOPI’s regulation in the country, he/she selects the local staff to be employed in projects, and manages any other project’s expatriate staff.
• By making use of the organization’s tools he/she evaluates the local staff employed for projects and he/she participates to the evaluation of his/her own project, upon request by his/her direct supervisor.
• He/she coordinates and supervises the work done by all the project staff, in compliance with the organization’s security procedures.
• He/she is responsible for the initial and continuous training of the local staff under his/her responsibility.

Goods Management:

• He/she is responsible of the correct management of all goods purchased for the project, both directly and purchased by other offices/field offices8.
• For all goods purchased by the project he/she updates the inventory, in cooperation with the Administrative Coordinator.

Institutional Relations:

• In relation to the project of his/her competence, he/she communicates with the donors’ officers, the local authorities which are competent in the aspects related to the project, the project’s partners and beneficiaries, in compliance with the organization’s guidelines.

New projects’ writing:

• Upon request by his/her direct supervisor, and cooperating with the project staff, he/she elaborates, writes and prepares all necessary documents to present new projects, in accordance with the organization’s processes and procedures.

Requirements

• Advanced degree in Food Security, Livelihood or related field or equivalent work.
• Minimum 3 years experience in the humanitarian field as project or programme manager or in a similar position. Demonstrated experience in food distribution or related field.
• Experience of working within an insecure environment with responsibility for security planning, monitoring and management.
• Strong analytical and practical problem-solving skills;
• Strong supervisory abilities, and demonstrated capacity of teamwork and of coordination with the relevant actors;
• Very good inter-personal and writing communication skills;
• Ability to organize work efficiently and deliver assignments in a timely manner often under time constraints;
• Proficiency in written and spoken English;
• Computer literacy, with high proficiency in the use of standard office software applications (e.g. Microsoft Word, Excel and PowerPoint);
• Valid driving license.

Deadline
22nd January, 2018.