Administrative and Logistics Officer at Plan International

CARE International is a global leader within a worldwide movement dedicated to saving lives and ending poverty. We work in over 94 countries around the world to provide over 1000 poverty-fighting development and humanitarian aid projects.

We are recruiting to fill the position below:

Job Title: Administrative and Logistics Officer

Location: Bauchi
Employment Type: Full-time

Job Summary

• The Netherlands Ministry of Foreign Affairs funded Catalyzing Strengthened Policy Action for Healthy Diets and Resilience (CASCADE) project aims to improve food security and contribute to the reduction of malnutrition of women of reproductive age and women under the age of 5 years.
• The CASCADE project, implemented in a consortium with the Global Alliance for Improved Nutrition (GAIN) will achieve this goal by:
  • Increasing access to and consumption of healthy diets amongst household members particularly women of reproductive age and children under 5years.
  • Increasing resilience to economic and climate change related shocks and stressors of household members particularly women of reproductive age and children under five years..
• The Officer will handle contracting, transport, shipping, requisitions, inventory, and other Admin and logistics tasks and provides support to field-offices’ and projects’ administration on logistics related matters.
• The incumbent is expected to deal with customers with maturity, tact and diplomacy.
• The core areas of performance for this position are: Customer orientation, Quality and timeliness of support provided, Observance of policies and procedures, effective relationship management with Communication and interpersonal skills.

Job Responsibilities
Fleet Management and Warehousing:

• Demonstrate the effectiveness of the fleet management by boosting efficiency, enhancing productivity, controlling costs to guiding the CO towards successful decisions.
• Provide regular submission of logistics and assets, in particular fleet management reports and generator reports.
• Support inventory management of all expendable and non-expendable items under the projects. Initiate regular warehouse physical inventory counting and prepare reports on it
• Monitor receive and release supplies based on received authorizing documentation. Verify quantities and quality (including packing) according to goods receipt document, packing lists, waybills, pre-delivery inspection reports or purchase orders and report discrepancies if any.
• Ensure that all stored materials are clearly marked with stock bins with PO/SO references and quantities per pallet/section & stored in a safe & appropriate manner. Ensure easy movement, ventilation, maintenance and systematic arrangement of stock.
• Monitor the quantity and quality of the stored supplies and report on irregularities, if any, in relation to storage, receipt or dispatch & security of the warehouses.
• Maintain records and ensure appropriate filing for all documentation related to movements in and out as well as monthly warehouse stock taking reports.
• Initiate verification, maintenance, monitoring and write-off/disposal as may be appropriate in compliance with established rules and procedures.
• Initiate customs clearance of imported supplies, materials, equipment and/or vehicles for all CARE’S assets held by projects.
• Support function of warehousing within CARE operations and produce official release and receiving documents.
• Support CARE logistics and procurement function and assist with planning and goods deliveries, and provide information on the status of requests and the availability of items in the CARE supply chain system.
• Perform monthly physical inventory checks, provide monthly stock reports and data on receipts/releases, and immediately report on any variance. Assist in regular/random physical stock taking in the warehouse.
• Develop plans for capacity building of warehouse staff.

Ensure effective assets management:

• Ensure that relevant tools are in place for inventory
• Ensure that the field Office assets are tagged and properly kept (including individual lists of office equipment).
• Ensure that inventories are made in all offices at least once a year.
• Produce annual inventory and reconciliation report to management.
• Monitor life-cycle/shelf-life of assets and equipment.
• Monitor all sub-equipment accounts to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held.
• Ensure that inventory documentation is kept up to date in all offices.
• Coordinate and ensure that the reconciliation of all offices and partners' inventories is done with databases.

Ensure effective vehicle repairs and maintenance:

• Analyze data on vehicle use and cost, submit a monthly report to the Operations Manager on a monthly, weekly or as and when required for management.
• Ensure the country office and vendors vehicles have safety equipment needed such as first aid boxes, fire extinguishers etc.
• Effectively maintain strict adherence to CARE policies on travels, including wearing seat belts, speed limits and ensure drivers have regular training in this area.
• Maintain an overall chart and individual vehicle and generate files showing maintenance schedules, data of insurance renewals, road worthiness certificates, ECOWAS brown cards, etc.
• Provide adequate information on fleet with appropriate recommendations for maintenance and renewal of the fleet.
• Ensure that new vehicles are correctly registered, insured, etc. and initiate the process of renewal of documentation as required.
• Keep a record of annual fleet renewal documentation and process renewals accordingly.
• Manage the allocation and movement of vehicles at the country office.

Staff Management (Human Resource Support):

• Provide overall Human Resource support to the field office in collaboration with the Head of People and culture.
• Ensure the proper implementation of CARE's performance management process (from objective setting to the periodic reviews and feedback sessions).
• Ensure levels of authority and responsibility are clearly defined, understood, and followed by direct reports.
• Maintain and monitor the annual leave plan for staff in the field office
• Serve as the focal point for all Human resource related queries and conflict management/resolutions etc.
• Lead on all staff recruitment process working with the recruiting managers to ensure all recruitment process are adequately adhered to.
• Identify necessary staff development and career development opportunities for direct reports.

Resource Mobilization:

• Contribute to CARE’s resource mobilization efforts.
• Other Responsibilities as Assigned.

Qualifications, Skills & Experience
Required:

• University Degree in Administration in Supply Chain Management or Business Management, or equivalent.
• At least three (3) years’ experience supporting or leading Admin and Logistics in a similar organization.
• Excellent and demonstrable experience in admin and logistics management.
• Demonstrable experience in office management and staff coordination.
• Capacity to build and maintain relationships and to work effectively in a multicultural and multi-ethnic environment respecting diversity.
• Ability to exercise independent judgement and work without direction
• Good knowledge of administrative systems and practices, policies and procedures
• Good knowledge of personal safety and security
• Knowledge of safety standards and safety equipment (e.g. fire extinguishers, safety devices, etc.)
• Good knowledge of the safety and security context of CARE operations areas
• Ability to demonstrate a client-oriented approach, high sense of responsibility, courtesy and tact.
• Ability to multitask and work within deadlines
• Excellent analytical skills.
• Highly developed interpersonal and communication skills including good listening skills, influencing, negotiation and coaching
• Experience with Microsoft Word, Excel, Power Point and Outlook
• Experience in warehousing and stock management processes.
• Knowledge of safety standards and safety equipment (e.g. fire extinguishers, safety devices, etc.)
• Knowledge and ability to use VHF radio, Satellite phone, email, telephone and other applications.
• Familiarity with donor rules and rules and regulations (EU, USAID, ECHO, CIDA, etc...)

Desired:

• Basic skills to assist in case of emergency, knowledge of first aid basic methods.
• Familiarity with basic finance or accounting practices.

How to Apply
Interested and qualified candidates should:
Click here to apply

Note

• Only shortlisted applicants will be contacted.
• CARE is an Equal Opportunity Employer. CARE considers all applicants on the basis of merit without prejudice to race, sexual orientation, religion, disability, age, color, national origin, marital status, or veteran status.
• There are individuals who may use CARE’s name and trademark in emails and on websites in an attempt to solicit fees from interested job-seekers.
• Please note that CARE will not request for any monetary payments from applicants at any stage of the recruitment process.
• Qualified Women are strongly encouraged to apply

Application Deadline  3rd July, 2022.