Logistics and Admin Assistant at the International Rescue Committee (IRC)

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

We are recruiting to fill the position below:

Job Title: Logistics and Admin Assistant

Requisition ID: req37616
Location: Yola, Adamawa
Sector: Supply Chain
Employment Category: Regular
Employment Type: Full-Time

Job Description

• The IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state. In February 2014 the IRC moved into Adamawa State in NE Nigeria to provide humanitarian interventions through a multi-sectoral, integrated approach for conflict affected populations.
• IRC Nigeria now operates a country office in Abuja and field offices in Yola, Yola and Yola of Adamawa State, Maiduguri, Bama, Gwoza and Monguno of Borno State and Damaturu of Yobe State. Currently, IRC Nigeria implements programs primary health care, Reproductive Health, Nutrition, Environmental health, WASH, Women’s protection and empowerment, Protection, Child protection, Education, Food security & livelihoods.

Job Overview / Summary

• The Logistics/Admin Assistant reports to Adamawa Supply chain Manager and HR/Admin Officer.
• The primary responsibility of this assistant is to Assist Admin and supply chain tasks in the assigned office.

Responsibilities / Scope of Work
Administration:

• Support with tracking and monitoring of IRC yola office and guesthouse administration and maintenance.
• Support with ensuring that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, internet, and other communications functions in the field office.
• Support with the proper use and functionality of office equipment.
• Track and monitor subscriptions and monthly telephone and Internet communications and assure that all are paid on time.
• Assist in processing travel documents (visa, ticket, and accommodation payment etc.)
• Hotel bookings and payment.
• Work closely with the Adamawa HR focal person.

Warehouse Management:

• Update bin cards and stock cards for items in the warehouse daily as may be required.
• Communicate any discrepancies observed during receipt or release of goods to the warehouse officer.
• Support the supervision of loading, offloading the goods into the warehouse by the warehouse casual staff.
• Support periodic cycle count as per the standard operating procedure.
• Record daily transactions in warehouse register.
• Update stock cards for goods in the warehouse.
• File warehouse documents online and in physical folders as may be required.
• Supervise kitting activities where required.
• Oversee warehouse operations in Yola, ensuring proper stock-keeping records, storage conditions, security, and facility maintenance
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, well managed and documented.

Asset Management:

• Ensure proper tracking, maintenance, and recording of all IRC assets in Yola IRC office, which will lead to an accurate asset database at all times.
• Ensure that each staff member in Yola is accountable for every asset assigned to them using the Equipment Issue / Receipt forms.
• Implement maintenance systems and procedures for assets, including follow-up.
• Ensure quarterly physical check of assets and submission of asset reports to Warehouse officer and supply chain manager for review.
• Liaise with Warehouse officer & supply chain manager to recommend disposal of assets in Yola to ensure that it is reviewed and implemented annually as per IRC and donor requirements regulations.
• Ensure that an up-to-date filing system for all assets is maintained.
• Retrieve assets and reassigned at the end of employee term of service.

Fleet and Transport Management:

• Oversee the management of the transport fleet for Yola office. Ensure that vehicles are allocated to program / departments in an efficient manner and in coordination with Program teams and logistics manager.
• Ensure that systems are in place to account for transported goods.
• Collects log sheets and ensure it is properly filled.

Manage and monitor drivers:

• Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
• Prepare monthly reports on Fuel Usage, Mileage and Spares Expenditures by vehicle for review, general reporting, and analysis for continuous improvement.
• Ensure management, tracking, maintenance, and reporting of all rented and IRC vehicles in Yola according to IRC policy.
• Ensure that all vehicles are secure when not in use.
• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicles related parts and consumables, including fuel.

Maintenance:

• Ensures all infrastructures within office spaces are maintained and functioning at any given time. this may include working rooms/spaces, doors, windows, hand washing facilities, latrines etc. with the support of transport and maintenance team in Yola.
• Responsible for proactive maintains of equipment, tools, furniture, generators etc. in the office.
• Manage all expenses related to maintenance requirements and request for timely PRs.
• Prepares proactive maintenance plan with support of the Snr Transport and maintenance officer in Yola and submits to supply chain manager for approval.
• Maintains all necessary documentations regarding maintenance.
• Prepare and submit monthly report on maintenance functions in Yola office.

Key Working Relationships:

• Position Reports to:  Adamawa HR Officer and Supply chain Manager

Other Internal and/or external contacts:

• Internal: Yola Admin staff, Warehouse staff, Transport and Maintenance staff and programs staff,
• External: Vendors/suppliers, Technicians and INGO’s and Local NGO.
• Internal: Required to be a good team player, works effectively within the team.

Qualifications

• BSc Public Administration or any Social related field.
• Supply chain / logistics certification desirable.
• 1 years of experience in similar position.
• Previous NGO experience will be an added advantage.
• Strong organizational, interpersonal, and communication skills.
• Excellent computer skills including MS Word, Excel, and Outlook
• Attention to details.
• Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint.

Languages:

• Excellent in English

Standards of Professional Conduct:

• The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons, and several others.

Gender Equality:

•  IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Application Closing Date
Not Specified.

Method of Application
Interested and qualified candidates should:
Click here to apply online

Working Environment: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.