Security, Procurement/Logistics /Admin Officer at Oxfam Nigeria - 2 Positions

Oxfam is a confederation of 17 AffilIates committed to creating a just world without poverty. In Nigeria Oxfam works in the areas of Economic Justice/Sustainable Livelihoods, Humanitarian programming to save lives, Advancing Gender Justice and Good governance, adopting a rights based approach.

Christian Rural and Urban Development Association of Nigeria (CRUDAN) is a Christian, not-for- profit, Non-Governmental Organization, working to ensure that Nigerian communities experience sustained food security, improved household nutrition, economic justice, natural resources management. disaster risks reduction, conflict transformation and humanitarian aid without bias to faith, gender or ethnicity.

Development Exchange Centre (DEC) is a non-government, not-for profit organization with a mandate to support rural and urban women to improve living conditions. This is pursued through the provision of social and micro finance services for socio-economic empowerment.

Oxfam, CRUDAN and DEC seek to employ qualified candidate to fill the position below for the anticipated four year EU-funded pro resilience action (PRO-ACT) aiming at building food security and resilience in Northern Nigeria:

Job Title: Security, Procurement/Logistics /Admin Officer

Locations: Adamawa and Kebbi
Job Family:Program
Level: D2
Job Type: Fixed Contract
Duration: 4 years
Reporting to: Oxfam State Livelihoods Program Coordinator
Slot: 2

Oxfam Purpose
To work with others to find lasting solutions to poverty and suffering.

Team Purpose
To deliver Oxfam’s strategic and operational emergency/resilient food security and livelihood priorities in Nigeria and ensure innovative and quality programme which is shared within Nigeria, the West Africa Region and beyond.

Job Purpose

• Security is and will remain of key importance for the Oxfam staff in Abuja and during duty trips throughout the country, especially in more volatile regions like the North-East and the Niger Delta. Good security analysis and risk management measures are required.
• The Security, Procurement/Logistics /Admin Officer is the Security focal point for the team. The job holder is also 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 based Oxfam staff and partners.
• 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.

Key Responsibilities
The The State Security, Procurement/Logistics /Admin Officer will perform the following specific duties:

Transport, Fleet, Administration & Reports:

• 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
• 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 Abuja office as may be required
• Produce logistics site report, vehicle and generator cost performance report.
• Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to Abuja office once per month..
• Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit

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. Update Asset Register and send to Abuja office every month
• 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 (PABX and CUG). 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 Log Assistant or Logistic Officer.

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 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

Security:

• Engage state project management and staff as well as staff at all levels to facilitate the adoption and compliance with OGB’s Safety and Security Policy and Standards
• Undertake Security Risk Assessments for any and all emergency responses and humanitarian operations
• Undertake implementation and compliance with OGB’s Safety and Security Policy and Standards
• Develop and deliver capacity building in safety and security training for staff
• Provide safety security management advice, guidance and support to the state project office operations
• Provide and Coordinate technical assistance and guidance to state project office operations in implementing action plans based on OGB’s Safety & Security Manager assessments and recommendations
• Assess and evaluate country/State security guidelines and make recommendations for improvements using the Standards in OGB Policy and Standards for security management plans, evacuation contingency plans and standard operating procedures
• Enforce OGB Nigeria Standard Operating Procedures, and provide recommendations to state Livelihood project Manager for improvement
• Promote the concept that safety and security plans and guidelines should be jointly developed by the whole team to create ownership and encourage compliance
• Promote the concept that safety and security is an integral element of programme design and operations and should be amongst the first planning considerations
• Assist the National Oxfam Security Manager to manage the safety and security for day-to-day operations any and all emergency responses and project operations
• Undertake implementation and compliance with OGB’s Safety and Security Policy and Standards
• Ensure the physical site security of all office and project locations under the jurisdiction of the project state Office
• Oversee the contract management and daily management of guards
• Track daily field missions and movements of all staff
• Report and assist in managing safety and security incidents
• Report on safety and security at weekly meetings, and provide updates and information, verbally and in writing as well as send in weekly security situation report to the Country office.
• Assist Oxfam State Livelihoods Program Coordinator in organizing the core Crisis Management Team and rehearsing and executing contingency plans.
• The post-holder will comply with all relevant OGB policies and procedures with respect to gender, safety and security, code of conduct, equal opportunities and other relevant policies.
• Provide Security briefing to all Oxfam staff and visitors to the project state.

Qualification, Administrative & General Skills

• Level of Education - Bachelor's Degree 4 Years of Prior Experience in a Similar Role
• Communication & Interpersonal Skill Level - Excellent
• Language Requirements - English - Excellent; Hausa (spoken) - Good
• Level of IT Expertise Required - Good
• Experience in procurement and logistics with INGO
• Experience in a relatively insecure state based environment

Skills and Competence

• Accuracy and timeliness in all areas of responsibility
• High level of accuracy in work, and ability to analyse complex sets of relationships and situations
• Holds self and others accountable
• Future-orientated, thinks pro-actively
• 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
• Designing more effective admin systems
• Willing to take disciplined risks
• Honest, encourages openness and transparency, demonstrates highest levels of integrity.

Working Conditions

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

Staff reporting to this post:

• 2 Staff (Transport Officer and Office Cleaner)

Budget Responsibility:

• None although this might change

Remuneration
Remuneration is Based on the National Salary Scale of Nigeria Country Office

Application Closing Date
6th July, 2015.

How to Apply
Interested and qualified candidates should send application letter and curriculum vitae in English to: [email protected]

For enquiries contact: [email protected] for Oxfam, [email protected] , for DEC-Bauchi and [email protected] for CRUDAN.

Note: Applications sent to the enquiry email will be disqualified.