Job Opportunities at Creative Associates International

Job Summary

• The Logistics Assistant provides day-to-day support on project logistical needs which includes but not limited to the processes of transport of procured goods, ensuring coordinated movement of staff and supporting the Sr. Operations/Office Manager with managing vendors.

Essential Duties:

• With support from the Sr. Operations/Office Manager, assist in coordinating project teams’ travel and activity requirement with vendors, travel agencies, car rental companies, hotels, and other suppliers.
• Support with logistical arrangements for meetings and workshops. This includes but is not limited to preparation of training materials, request for workshop supplies, arrangement of travel and lodging accommodation of participant, as applicable and necessary.
• With support from the Sr. Operations/Office Manager, assist with timely processing and payment of all staff travel claims, vendor and supplier payment and other transactions with Finance Unit.
• Arrange airport pick-up and drop off for Local and International staff, STTAs, Consultant, ensuring the traveler has contact details for the driver who will pick them up, and international staff are given a working local phone, pre-loaded with key emergency contact numbers on arrival.
• Support the Sr. Operations/Office Manager with managing vehicle movement in Abuja Office by coordinating vehicle movements based on work schedule of the Abuja based team and visiting team members to ensure all transport provisions required are efficient and effectively organized.
• Assist the Sr. Operations/Office Manager to manage office vehicles and provide oversight on vehicle logs and maintenance as applicable.
• Assist in monitoring diesel consumption of generator ensure diesel for generator is within buffer stock level.
• Assist in monitoring and reporting generator preventive and maintenance due hours with a view to alert the service company.
• Assist in the maintenance of office supplies and replenishment.
• Support with collation and uploading of vehicle reports (log sheets, waivers, fuel coupons and daily vehicle check list), on SharePoint.
• Support the conduct monthly Asset spot check and report monthly.
• Support with regular stock checks and reconcile discrepancies.
• Assist in optimizing inventory levels to meet demand while minimizing excess.
• Support the Sr. Operations/Office Manager with label of assets and update of the assets inventory records.
• Any other duties as may be assigned

Qualifications

Minimum Required Education & Experience, Skills and Abilities

• High School Diploma is required.
• At least 1.5 years of prior work experience (+1 year of generalized work experience and including at least at least 6 months of specific experience relative to the position required).
• Knowledgeable about USAID Rules and Regulations, previous experience working on USAID-funded projects preferred.
• Knowledge of USG procurement rules and regulations. 
• Ability to use and manage tracking systems.
• Excellent communication and interpersonal skills.  
• Excellent record keeping and documentation skills.
• Proficiency with MS Office Suite including Excel and Word;
• Advanced knowledge of Spoken and Written English required.
• Strong organizational and multitasking skills.
• Detail-oriented with a focus on accuracy.

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Job Summary

• The Sr. Office Manager will perform a broad range of operations, logistics and office management duties.
• The Sr. Office Manager will be responsible for intra-office communication, office building/supply management, streamlining administrative and operational procedures, inventory control maintenance/management, and staff supervision.

Essential Duties:

• Provide leadership of overall property management and inventory control, reports, custody control documents and reconciliation of both expendable and non-expendable inventory, including data entry to SharePoint, oversight of spot checks/verification, and more according to USAID rules and regulations.
• Conduct cycle inventory reconciliation and conduct planned inventory exercise maintain and updating the assts inventory records for the project.
• Management of assets and property including up-dating master property register, tracking of property movements, maintenance of all office supplies and equipment and scheduling of repairs and replacement.
• Coordinating internal and external meetings and training for the project. This may include booking venues and refreshments, coordinating invitations and schedules.
• Manage the project vehicles by supervising its usage allocation, repairs, services, and maintenance. Prepare and submit relevant vehicle reports including movement, monthly fuel consumption and maintenance.
• Coordinate all logistical support for staff, international staff, STTAs and Consultants including transport and other travel requirements, hotel accommodation etc.
• Management of Vehicle Pool and Transportation: Organize the allocation and daily availability of vehicle(s) and establish tools for vehicle follow-up (logbooks, vehicle booking process etc)
• Controls store inventory levels by conducting physical checking and counts with timely reporting on stock status to project for stock replenishment.
• Liaise with IT Manager to ensure staff and office IT infrastructure is established and fully functional.
• Maintain employee telephone lists, Project Operations Guide, desk/office assignments, and floor map.
• Liaise with building landlord as required for premise management and maintenance
• Collate all used log sheets from car vendor, with invoices and request for payment to process payment for each month.
• Manage the monitoring diesel consumption of generators to ensure diesel for generator doesn’t go below buffer stock level.
• Manage the monitoring and reporting generator preventive and maintenance due hours with a view to alerting the service company.
• Establish and maintain a well-functioning logistics support operation for the office – effective coordination and use of vehicles.
• Arrange for the repair and maintenance of office equipment and machinery to ensure that staff works effectively without any disruptions.
• Perform any other project related duties as specified by the Senior Operations Manager.

Qualifications

Minimum Required Education & Experience, Skills and Abilities

• BA/BS degree required, and MA/MS degree desired.
• Undergraduate degree in business administration, management, or related field required, Master’s degree preferred. 
• At least 8 years of prior work experience including at least 5+ years of specific experience in office management/administration.
• Must have at least 4+ years of direct supervisory experience with groups or teams of staff required.
• Knowledgeable about USAID Rules and Regulations, previous experience working on USAID-funded projects preferred.
• Strong knowledge of USG procurement rules and regulations. 
• Strong ability to use and develop management and tracking systems.
• Excellent communication and interpersonal skills.  
• Excellent record keeping and documentation skills.
• Proficiency with MS Office Suite including Excel and Word;
• Advanced knowledge of Spoken and Written English required.