Logistics Officer in Borno, Nigeria

at Save The Children

Industry
NGO
Specialization
Logistics and Supply Chain
Minimum Qualification
Bachelor's Degree
Required Experience
3 - 5 years
Employment Type
Full Time
Gender
Male or Female

Job Description

  • 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.
  • Ensure vehicles have current and lawful documentation.
  • Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reports
  • Receive travel requests, and maintain trip schedules and Staff Movement Board.
  • Liaise with airlines for flight travel ensuring value for money. Coordinate with incoming and outgoing travelers on pick up an drop times ensuring drivers are briefed of movement plans
  • Ensure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advance

****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 to staff.
  • Ensure the telephone system is operational and cost effective
  • Report any defective equipment or service.
  • 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 Field Manager.

Responsibilities

  • Oversee procurement requirements of the Field 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 capital office 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 Field Accountant to ensure that expenditures remain within approved budgets
  • 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

****Communication and Security****

  • Ensure adherence to communication protocol at field level.
  • Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use
  • Report all security incidents in writing in a timely manner
  • Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner

****Coordination****

  • Maintain and regularly update current contact database of other INGO organizations, donors and embassies.
  • Maintain and where necessary develop shared electronic & manual files to ensure easy access to information.
  • Co-ordinate and maintain the SCI 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 Base Managers where required.
  • Ensure the regular collection and dissemination of the mail and courier.

****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 programmes and capital office
  • Produce logistics site report, vehicle and generator cost performance report.
  • Update Asset Register and send to capital office every month
  • Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to capital office once per month.
  • Comply with all relevant Save the Children policies and procedures with respect to child protection, 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

Requirements

**Administrative & General Skills****

  • Level of Education – Degree
  • Communication & Interpersonal Skill Level - Excellent
  • Language Requirements – English - Excellent
  • Level of IT Expertise Required - Good

Experience Expectations

  • Desired Number of Years Prior Experience in a Similar Role – 2
  • Experience in procurement and logistics with INGO
  • Experience in a relatively insecure field based environment

Working Conditions

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

  Apply Now
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