Job Openings at ACTED Nigeria

Location: Maiduguri, Borno
Employment Type: Internship

About the job

• Logistics intern works under the direct supervision of the Senior Logistics Officer and Country / Area Logistics Manager. He is responsible for Assets and Other Properties Codifications, Procurement of Stationeries and Filing of documents (soft and hard copies) according to ACTED guidelines. In addition, he is also responsible for Asset Tracker Tool, carbon footprint report and provides additional support to Senior Logistics Officer when needed.

Key Tasks
Procurements:

• To ensure overall compliance with ACTED procurement procedures.
• To follow-up with Finance department on a bi-weekly basis, the contract follow-up (CFU) to ensure all procurement contracts under scenario (C) are registered and recorded.
• To facilitate all procurements of running cost for the base.
• To Ensure information flow with other departments for effective service delivery thus securing the successful conclusion of the programs.
• To support the Procurement Officers on procurement workload when required.
• Ensure that office stationaries are procured on monthly basis and available in stock.
• Ensure that IT consumables are procured when needed and are available in stock.

Delivery Follow up/ Stock Management:

• To keep the stock files updated and a neat and clean stock.
• To ensure that the stock management documents are filled on a daily basis (based on the in/out of the stock) and ensure the weekly reporting to the Area Logistics Manager.
• To ensure overall compliance with the stock management procedures.

Filing:

• To create and update regularly the procurement folders for each ongoing program based on purchase scenarios
• To support the Procurement Officers to keep the Order Form Follow-Up (OFFU) up-to-date on daily basis.
• To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and ACTED FLAT guidelines.
• To ensure both soft and hard filling for all procurements done.

Fleet Management:

• To support the Fleet Assistant to plan daily movements of the fleet in order to facilitate adapted services to the program teams.
• To ensure Logbooks are properly filled by the drivers.
• To ensure the efficient use of the Generator(s) and ensure regular maintenance.
• To support the Fleet Assistant to fill the Motorized Asset Follow-up (TRA-06) on a monthly basis.
• To participate to the innovation of the Fleet management by bringing new ideas.

Asset Management:

• To support the IT assistant to keep the Asset Follow-up (AST-05) updated..
• To create appropriate documentations when handed over assets to ACTED staff.
• To ensure the repairs of the IT equipment with the support of the IT Assistant
• To support the IT assistant in retrieving missing information about asset and other properties in the current reports submit to HQ.

Asset Tracker Tool set up:

• With the support of the Senior Logistics Officer, Compile asset tracker created by PD, inclusive all assets outlined in budgets narratives, to facilitate Logistics' asset/tender cross-check and possible budget reallocations by Finance.

Carbon Footprint:

• Set up proper guidelines to fill in the carbon footprint report.
• Improve the relevance of the information
• Involve other bases in this process

Documentation Procedure:

• Ensure overall compliance with ACTED FLAT procedures
• Ensure systemic filling on the server and ensure the filling is properly done by the LOG staff
• Ensure proper filling of the hard copies (Waiver, PP, motorized asset FU, tender documents etc…)

Reporting:

• Carbon Footprint
• Asset Tracker Tool
• Monthly TITANIC

About you

• All employees should master ACTED's core Principles: Independence, Neutrality, Non-discrimination, free and direct access to victims, Ethics, Professionalism, anti-Corruption, Transparency and Accountability

Moreover, we also expect the following:

Requirements

• University degree / HND or advanced training / course
• Exemplary communication and organization skills.
• Self-motivated, enthusiastic, innovative and can deliver results with minimal supervision.
• Must be adaptable and can work well in high-pressure situations.
• An understanding of humanitarian/civil society issues in the country and the region.
• Fluency in written and spoken English. Fluency in local spoken languages is preferable.

Desirable:

• Previous working experience with humanitarian agencies
• Experience working with displaced populations.

We offer

• Contract length: One year
• Start date: ASAP

go to method of application »

Location: Maiduguri. Borno
Employment Type: Full-time

Details

• The IT Assistant is responsible for all the below responsibilities for Maiduguri Office according to ACTED guidelines Under the authority of Senior Logistics Officer & Area Logistics Manager

Key Tasks
Procurement and Supply chain management.

• Must assess all the IT, Energy and Communication needs in Maiduguri and field areas.
• Submit a request for appropriate setup in field offices to Senior Logistics Officer and Area/Country Logistics Manager.
• Follow up of delivery with selected vendor and flow of information to requester on procurement of IT items.
• Responsible for collection of all assets/IT equipment related documents/warranty cards from the vendor at the time of purchase.
• Responsible for functional check of newly procure asset/IT equipment.
• Responsible for registration of newly procured asset on Asset Reception Sheet and Asset Follow-Up

Assets and Other Property Management:

• Account for the overall compliance with assets, other properties (inventory) management procedures.
• Supervise the safety and effective use of all ACTED assets and other properties in the office.
• Verify and direct the maintenance and repairs of assets and other properties on time;
• Assess the need for additional equipment and obtain authorisation from Senior Logistics Officer.
• Responsible to keep all asset in working condition.
• Account for keeping all asset “ready to use” being in stock.
• Ensure that IT consumables (cartridges, batteries, data cables, HDMI, surge protector, chargers etc…) are available in stock 24/7.
• Responsible for movement and tracking of asset from a base to another.
• Update the asset/inventory wish list on Monthly basis for inclusion in new proposals.
• Make sure that asset are available in stock for newly recruited staff.
• Make sure all newly procured & already in stock asset and other property items have been codified before use.
• Set-up and upgrade of ACTED authorized software on each IT asset (antivirus, MS Office, Windows).

Communication and IT Management:

• Account for the overall compliance with the Communication and IT procedures.
• Suggest new possibilities in terms of networks and email communication system to the Senior Logistics Officer.
• Take responsibility to visit ACTED bases in case of any IT challenge
• Install any software for staff based on office need upon approved decision by Area / Country Logistics Manager.
• Ensure the repairs and maintenance of any internet or communication device/equipment on the field areas.
• Ensure that the internet is working all the time (24/7).
• Ensure that all staff data is stored and protected on cloud storage device.
• Report any issue, misuse, potential risk for the assets and other property equipment to the Senior Logistics Officer.
• Regularly control of the data server and security of data.
• Take responsibility for Monthly Back Up that must be stored on separate source (Back-upServer).
• Ensure that the Communication Allowance is transferred to all staff before the end of the first week of each month

Asset Documentation:

• Account for the overall documentation of assets and other properties procedures.
• Ensure the update and accuracy of the Asset Documentation
• Controls that Assets files are updated with all necessary documents.
• Ensure that all hard copies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated.
• Files must be archived according to ACTED internal procedures and FLAT requirements.
• Control that tags and identification of Assets are clear for all equipment.
• Focal person for audit requests regarding all procurement documents for IT/asset/other property

Reporting:

• Comply with all the reporting requirements from Area/Country Logistics Manager.
• Make sure that Monthly Communication Reports including Comm Device Logbook, Email accounts FU, communication report and comm cost allowance are submitted to the Senior Logistics Officer in soft and hard copies are kept in FLAT folder on or before 5th of each month.
• Produce monthly asset follow up, other property follow-up and submitted to the Senior Logistics Officer before the 5TH of each month.

About you

• All employees should master ACTED's core Principles: Independence, Neutrality, Non-discrimination, free and direct access to victims, Ethics, Professionalism, anti-Corruption, Transparency and Accountability

Moreover, we also expect the following:

Requirements

• 2 years of working experience in the field of IT is required.
• Extensive experience and ability in operating Microsoft Office.
• University degree or advanced training/ course in IT field
• Exemplary communication and organization skills.
• Self-motivated, enthusiastic and can deliver results with minimal supervision.
• Must be adaptable and can work well in high-pressure situations.
• An understanding of humanitarian/civil society issues in the country and the region.
• An established network of IT-related contacts in Maiduguri
• Fluency in written and spoken English. Fluency in local spoken languages is preferable.

Desirable:

• Previous working experience with humanitarian agencies
• Experience working with displaced populations.

We offer

• Contract length: 6 Months possibility of extension
• Level: E1-1 (national contract)
• Start date: ASAP