Recruitment for a Logistics Officer at Malaria Consortium, Abuja

⏲ Feb 4, 2020, 6:22 PM
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Malaria Consortium is one of the world’s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions.

We are recruiting to fill the position below:

Job Title: Logistics Officer Location: Abuja Department: Operations Length of contract: TBC Role type: National Grade: 6 Travel involved: In-country travel on occasion Child safeguarding level: Nil Reporting to: Office Manager Direct reports: N/a

Country background

Malaria Consortium has been operational in Nigeria since 2008 first as a lead of the large DFID funded Support to National Malaria Programme (SuNMaP) and now as lead or partner on several programmes. In 2012, Malaria Consortium fully established itself in Nigeria with a long-term commitment and opened a country office.

Job Purpose

The Logistics Officer will be responsible for all Abuja based logistics planning for Malaria Consortium activities in Nigeria.

Scope of Work:

The Logistics Officer will support project logistics planning, implementation and regular updating. They will conduct all Abuja based logistics in accordance with the Malaria Consortium policies.

Key Working Relationships:

The Logistics Officer will report to the Abuja Office Manager, and will work closely with all Abuja based staff to provide them Logistics support

Key Accountabilities Travel management (30%):

Organise and book all national and international flights based on approved Travel Authorisation Forms (TAFs)
Organise all airport pickup and drop offs with Malaria Consortium or hired vehicles
Provide international travelers with letters of invitation as required
Ensure the ‘Country Visitor Information Guide’ is up to date and accurate and available to visitors on the Malaria Consortium Intranet page
Organise and book Abuja accommodation required by visitors or staff for work purposes.

Event management (40%):

Organising Abuja based seminars/workshops/conferences including
Organising and tracking all associated people movements using taxis, rental cars and/or Malaria Consortium vehicles as required
Booking and managing all accommodation requirements for the event
Organising and tracking all per diems for event participants, based on Malaria Consortiums per diem policy and budget holder approvals.
Provide advice to project managers in designing and organising Abuja based workshops/conferences
Procuring suitable facilities for the workshop/conference following Malaria Consortiums standard procurement processes

Fleet management (30%):

Manage the Abuja based drivers, including planning the driver roster, driver training as required and performance reviews
Ensure logbooks are completed for all trips, with all logbook data collated into the Fleet monthly report
Provide monthly analysis of the fleet report to the Abuja Office Manager, including fleet costs analysis, issues and recommended actions for fleet improvements
Manage all fuel usage and costs for Abuja based vehicle used by Malaria Consortium
Source and book rental vehicles, following the Malaria Consortium Procurement Policy, as required to supplement Malaria Consortiums fleet needs.
Conduct driving assessments for all new Malaria Consortium drivers in Abuja
Ensuring that all drivers have valid driver’s licenses and have completed a valid eye test
Ensure all Malaria Consortium vehicles in Nigeria are registered and have required vehicle insurance

Person Specification Qualifications and Experience:

Degree or similar qualification in Administration or related field - Essential
At least 3-5 years’ experience working in an operations related role specifically in administration or event management - Essential
Proven writing skills in English - Essential
Excellent Microsoft skills - Essential
Attentive to detail - Desirable
Highly organised - Desirable
Flexible and self- motivated - Desirable
Excellent written and oral communication skills - Desirable
He/she must clearly display the ability to effectively prioritise and perform to tight deadlines - Desirable
Ability to work effectively and sensitively with staff in other locations - Essential
A collaborative and flexible style, with a strong service mentality - Essential
Facilitation and coordination skills - Essential

Work-based skills and competencies:

Excellent interpersonal and communication skills - Essential
Excellent computer skills with proficiency in Microsoft Word, Excel and Powerpoint - Essential
Demonstrable driving skills and a valid driving license - Essential
Good coordination skills - Desirable
Excellent analytical skills - Desirable

Core Competencies Delivering results - LEVEL A - Focuses on delivering contribution to Malaria Consortium and achieving own objectives:

Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations
Strong self-management of time and effort
Checks own work to ensure quality

Analysis and use of information - LEVEL A - Gathers information and identifies problems effectively:

Interprets basic written information
Attentive to detail
Follows guidelines to identify issues
Recognises problems within their remit
Uses appropriate methods for gathering and summarising data

Interpersonal and communications - LEVEL B - Adapts communications effectively:

Tailors communication (content, style and medium) to diverse audiences
Communicates equally effectively at all organisational levels
Understands others’ underlying needs, concerns and motivations and communicates effectively in sensitive situations
Resolves intra-team and inter-team conflicts effectively

Collaboration and partnering - LEVEL A - Is a good and effective team player:

Knows who their customers are and their requirements
Respects and listens to different views/opinions
Actively collaborates across teams to achieve objectives and develop own thinking.
Proactive in providing and seeking support from team members

Leading and motivating people - LEVEL A - Open to learning and responds positively to feedback:

Willingness to manage own development and performance
Responds positively to feedback from others
Identifies mistakes and takes positive steps to improve
Builds capacity of colleagues by sharing knowledge (induction) and acting as induction ‘buddy’ when asked
Open to learning new things

Flexibility/ adaptability - LEVEL B - Clarifies priorities and ensures learning from experience:

Clarifies priorities when leading change
Sees and shows others the benefits of strategic change
Helps colleagues/team members to practice stress management through prioritization of workloads and modelling of appropriate self-management and care
Makes time to learn from experience and feedback, and apply the lessons to a new situation

Living the values - LEVEL B - Promotes Malaria Consortium values amongst peers:

Shows a readiness to promote Malaria Consortium’s values amongst peers
Promotes ethical and professional behaviour in line with Malaria Consortium’s values

Strategic planning and thinking and sector awareness - LEVEL A - Manages own workload effectively: