Graduate Administrative & Logistics Assistants at Mercy Corps Nigeria

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we collaborate to put bold solutions into action - helping people triumph over adversity and build stronger communities from within, now and for the future. In Nigeria, Mercy Corps operates in over 13 states focusing on key thematic areas of humanitarian response, conflict mitigation and adolescent girls’ empowerment.

We are recruiting to fill the position below:

Job Title: Administrative & Logistics Assistant

Location: Abuja

Program / Department Summary

• Mercy Corps has been present in Nigeria since December 2012, focusing its interventions on adolescent girls' empowerment, economic development and conflict mitigation. In mid-2014, Mercy Corps has decided to address the rising humanitarian needs among displaced households and vulnerable host communities by in the northeast Nigeria and started its humanitarian program.
• With funding from variety of donors, including OFDA, FFP, EU and ECHO, the humanitarian program has been focusing on food assistance, non-food items distribution, protection, livelihoods support, WASH and capacity building of humanitarian response actors.
• All Mercy Corps interventions in Nigeria are implemented in a conflict and gender sensitive manner.

General Position Summary

• The Admin & Logistics assistant will be responsible for some of the administrative & logistics functions and will be based in Abuja .
• The candidate will work under the direct supervision of the Admin and Logistics Officer to support operations process of MC Nigeria.
• The successful candidate will undertake any other official tasks that might be required working in close collaborations with other operations team members as well as Programs.

Essential Job Responsibilities
Administration:

• Maintain staff attendance records.
• Receive, log in and distribute incoming mails and correspondences.
• Greet & receive all visitors, suppliers etc. and direct to proper person or department.
• Monitor contracts (hotels, car hires, generator servicing, and security, property, cleaning contracts e.c.t) and notify the admin & logistics officer of expiry dates.
• Assist in managing appropriate filing systems of office correspondences.
• Assisting in monitoring activities of the cleaners & security guards.
• Monthly collation of supplies and raise Purchase request for replenishments.
• Assist in maintaining stock inventory and manage distribution of all office supplies.
• Assist in ensuring the office ambiance is regularly monitored and maintenance addressed
• Assist in any other necessary administrative and office management details.
• S/he is responsible for ensuring the staff movement board in Abuja office is updated weekly.

Logistics:

• Log in TARs, share with drivers and support in making travel arrangements such as car hire, hotel and air ticket bookings for staff.
• Supervise the entire drivers' unit activities in Mercy Corps
• Provide drivers' unit monthly report inclusive of the following;
  • fuel consumption
  • vehicle movement
  • Service/repair report
• Track purchase of diesel and fuel;
  • keep record of diesel consumption
  • keep record of drivers' travels
• Assist in compiling summary of monthly vehicle log sheets of MC vehicles.
• Monitor operation of generator and inverter as well as the servicing schedule.
• Make visa enquiries from embassy on behalf of staff.
• Follow up of correspondences between Mercy Corps and external stakeholders when required.
• Review invoices and prepare payment requests.

General:

• Adherence to all MC policies and procedures as outlined in MC policies and procedure manuals;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in country of operation;
• Other duties as assigned.

Knowledge and Experience

• BA/S in relevant field required
• Minimum 1-2 years of experience working in operations (logistics or procurement), preferably within an NGO, international business or related field.
• Strong organization skills.
• A demonstrated ability to multi-task and process information into action to avoid delays in program implementation.
• A clear understanding of procurement ethics and donor compliance is essential.
• Ability to interact effectively with international and national personnel.
• Commitment to renewing and maintaining knowledge of best practices
• Ability to work under pressure
• Strong interpersonal, intercultural and communication skills
• Excellent oral and written skills and computer skills
• Strong computer skills on MS office programs
• Fluency in English is required.

Success Factors:

• The successful candidate will have a can-do attitude. Ideally, s/he will have previous experience in working in large-scale emergency programs in insecure and conflict-affected contexts, including remote management. S/he is a problem solver, who is adept in successfully dealing with issues of complexity. S/he is an active listener and contributor, working to create a strong team share ideas and learn. Conscientious with an excellent sense of judgment.
• Mercy Corps team members represent the agency both during and outside work hours.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Application Closing Date
24th February, 2017.

How to Apply
Interested and qualified candidates should submit their CV's and Cover letter in one document, addressing the position requirements to: [email protected]

Note

• All applications must include the position title in the subject line. Only short-listed candidates will be contacted for interview.
• Indicate your preferred location.
• We are an equal opportunity organization and we strongly encourage women to apply for this position.