Supply and Logistics Officer at Centre for Community Health and Development(CHAD) International

Position is contingent  upon Contract Award
LOCATION: Borno State  
 JOB FAMILY: Program.
CHAD Int`l PURPOSE: To work with others to find lasting solutions to poverty, suffering and another humanitarian crisis. CHAD INTERNATIONAL, as a Non-Governmental Organization, is sedulously committed to improving the lives of people who have been affected by various forms of conflict or disasters in Nigeria. Operating since 2002, CHAD has seen to the implementation of various support and relief programs across five (5) states within Nigeria: Adamawa, Anambra, Borno, Gombe and Imo. Hitherto, CHAD has gained relevant experience is program implementation in both development and humanitarian contexts. CHAD arrived at the northeast humanitarian scene in 2015, and has since then implemented various lifesaving interventions in sectors such as Child Protection, GBV, Education, Governance and Civic rights and carrying out core activities such as Case Management, Family Tracing and Reunification, Alternative Care Placements, Psycho-social Support, Awareness raising, establishment and strengthening Community Based Networks, Service provision and Supports, Referrals and Sensitization.

CHAD’s knowledge of the context and local terrain has catalyzed partnerships with various reputable International and national non-governmental organizations. CHAD’s wealth of experience in program design and implementation has led to sustained engagements with communities, partners in the public and humanitarian sectors and has further resulted to steady contributions to sectoral objectives.

TEAM PURPOSE: To deliver CHAD`s strategic and operational emergency/ post emergency for health, child protection, education, governance, WASH and livelihood priorities to our teeming beneficiaries and ensure innovative and quality programme which is shared within Nigeria.

JOB PURPOSE:  
The Procurement/Logistics Officer is responsible for managing logistics for staff, vehicle fleet, assets, communications, procurement, security and properties to ensure effective, transparent and accountable logistic support to the state (Borno) based CHAD staff. Liaison with program teams to ensure adequate logistical consideration for coordination and planning of program implementation. Provide technical support and guidance to program teams on logistical elements of distribution & procurement planning.
REPORTING LINES:
Post holder reports to: Project Oversight

KEY RESPONSIBILITIES:
The Supply and Logistics Officer will perform the following specific duties:
Transport & Fleet

• Managing and tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
• Manage, maintain and repair vehicles in safe and efficient working order
• Ensure that vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
• Responsible for administering litigations and traffic offenses within Borno state.
• Ensure vehicles have current and lawful documentation.
• Manage service agreements related to vehicle maintenance and fueling.
• Monitor fuel consumption and submit monthly reports
• Receive travel requests, and maintain trip schedules and Staff Movement Board.
• Liaise with airlines (UNHAS/CHAD IMO) for flight travel ensuring value for money. Coordinate with incoming and outgoing travelers on pick up and drop times ensuring drivers are briefed of movement plans
• Ensure adequate movement is arranged for travelers who are going to the field.

Asset & Facility Management

• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
• Oversee the issuance and return of assets to/from staff
• Ensure good condition of assets, and maintain asset condition reports.
• Ensure leased properties are in good habitable conditions.  Overseeing repairs on these houses, liaising with the caretaker and landlord where necessary.
• Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available at any needed time.
• Ensure the telephone system is operational and cost effective (CUG). Report any defective equipment or service to the communication officer.  Check on running costs with Finance to ensure no misuse occurs
• Ensure the data network (internet) is operational and cost. Report any defective IT or office equipment to the center manager or communication officer if his need is related.

Procurement and Supply

• Oversee procurement requirements of the State Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
• Check the availability and prices of requested items in the local market; liaise with the management  if procurement must be conducted there
• Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
• Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed
• Monitor procurement and logistics support costs in liaison with the Accountant to ensure that expenditures remain within approved budgets lines
• Ensure the office is well stocked with necessary supplies stationeries and other consumables
• Oversee all arrangements for meetings and conferences as required ensuring these are delivered to a high quality and cost effectively

Administration

• Maintain a general document-filing system.
• Manage calendars and arrangement of meetings for staff
• Ad hoc typing & photocopying for Senior Staff
• Co-ordinate and maintain the CHAD Int`l State Office resource centre documentation system: receiving and filing official documents, publications, manuals, text and other materials in an easily retrievable manner and ensuring the security of all materials, text and documents in the centre.
• Assist in the production and publications of all EU project official text, reports and other material in consultation with the Program Manager.
• Manage day-to-day upkeep of and administrations for agreements, including seeking resolution i.e for issues with IT, Internet system and phone lines for staff.

Other - Other ad hoc tasks as requested by Line Manager/ management.

Coordination

• Maintain and regularly update current contact database of other NGO organizations, donors and offices.
• Maintain and where necessary develop shared electronic & manual files to ensure easy access to information.
• In collaboration with the communication department, Co-ordinate and maintain the CHAD Int`l resource centre documentation system: receiving and filing official documents, publications, manuals, text and other materials in an easily retrievable manner and ensuring the security of all materials, text and documents in the centre.
• Manage the diaries of the project as may require.

Administration & Reports

• Maintain all logistic files in an organized, accurate and up to date manner
• Line manage, coordinate, monitor and guide the work of the drivers, cleaners and guards and any other logistics support by managing performance on an on-going basis
• Produce weekly procurement tracker and send to programs and Gombe state office as may be required
• Produce logistics site report, vehicle and generator cost performance report.
• Update Asset Register and send to Gombe office every month
• Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to Gombe office once per month.
• Comply with all relevant CHAD Int`l policies and procedures with respect to code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
• Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit
• Carry out any other tasks required by the line manager or management

SKILLS AND COMPETENCE:
Accountability:

• accuracy and timeliness in all areas of responsibility
• high level of accuracy in work, and ability to analyze complex sets of relationships and situations
• holds self and others accountable
• Ambition
• future-orientated, thinks pro-actively

Collaboration:

• working effectively with stakeholders to achieve common goals
• excellent communication and interpersonal skills
• builds and maintains effective relationships, with their team, colleagues, members and external partners
• approachable, good listener, easy to talk to

Creativity:

• designing more effective admin systems
• willing to take disciplined risks

Integrity:
Honest, encourages openness and transparency, demonstrates highest levels of integrity.

SKILLS & EXPERIENCE

Administrative & General Skills

• Level of Education – Bachelor Degree
• Communication & Interpersonal Skill Level - Excellent
• Language Requirements – English – Excellent; Hausa (spoken) - Good
• Level of supply chain Expertise Required - Good

Experience Expectations

• Desired Number of Years Prior Experience in a Similar Role – 4
• Experience in procurement and logistics with NGO
• Experience in a relatively insecure state-based environment

Working Conditions
Ability and willingness to travel to projects and stay in basic conditions when necessary