Support Services Officer at Mines Advisory Group (MAG International)

The Mines Advisory Group (MAG) is a global humanitarian and advocacy organisation that finds, removes and destroys landmines, cluster munitions and unexploded bombs from places affected by conflict.

We are recruiting to fill the position below:

Job Title: Support Services Officer

Location: Abuja (FCT)
Department: Support
Line Managed by: Logistics Manager

Objective of the position

• The Support Services Officer will be responsible for the general and daily management of the office in Abuja and also required to travel to MAG operation areas in Nigeria.
• This position is supervised by the Logistics Manager.

Job description
All activities must be undertaken in accordance with the purpose, scope and principles of the MAG standards and policies.
Logistics and Procurement:

• Participate in the Implementation of the Supply Chain
• Prepare the required documents for purchases (pro forma request, bid analysis, purchase contract, purchase order, delivery note, etc.). To be reviewed by the LM
• Gather pro forma invoices and other information and seek to obtain the best prices for the desired quality.
• Ensure the quality and quantities of delivered goods and services and ensure the requesters have signed the GRN based on the specifications on the PRF
• Regularly update the database of pre-approved suppliers.
• Regular conduct market surveys and update the price list
• Prepare payment files and forward to LM for review before being submitted to finance department.
• Collaborate closely with support and technical departments.

Manage Equipment and Inventory:

• Manage stock entries and exits.
• Keep the equipment register and inventory records up to date.
• Participate in physical inventories.
• Ensure proper use of equipment.
• Support the maintenance and repair of equipment.

Manage Transport and Vehicle Fleet:

• Compile vehicle movement requests and coordinate fleet management.
• Ensure that vehicles are properly maintained and used.
• Maintain proper vehicle log documentation.
• Ensure compliance with safety instructions during vehicle movements.
• Organize cargo transportation by land and air.

Ensure General Maintenance and Upkeep:

• Monitor building maintenance.

Finance:

•  Support the FC in ensuring that MAG complies with all statutory payment and levy requirements.
• Support the FC in reviewing and processing payment requests, ensuring accuracy and compliance with MAG policy.
•  Verify the financial compliance of requisitions and purchase orders, receipt notes before any payment
•  Ensure that all regular payments are made on time.
•  Manage the program's petty cash, including conducting a daily cash count and immediately reporting any discrepancies to FC
• Update the cash book daily with the transactions made.
• Ensure that accurate records and proof of payment are kept.
• Obtain the bank statement of the MAG account each month and send it to FC as a support for the monthly financial report
• Maintain an effective filing system by ensuring that all accounting records are properly filed

Administration:

• Ensure that service provider schedules are maintained and communicated.
• Support in the preparation of written documentation as required.
• Perform electronic and paper filing accurately and efficiently.
• Maintain office supplies and coordinate any necessary maintenance as required.
• Facilitate the procedures for obtaining visas for staff in collaboration with the LM
• Respect and ensure compliance with the organization's administrative, financial and logistical management deadlines and procedures
• Perform any other specific tasks requested by the hierarchy in the interest of MAG
• This job description is intended to summarize the main duties and responsibilities of the position; This is not a complete and exhaustive list of tasks.
• This is a non-contractual document that can be modified depending on the circumstances.
• All MAG staff are expected to be flexible and willing to perform appropriate tasks when the need arises.

All staff members are expected to perform the following general duties:

• Work within MAG's core values, and promote its ethics and mission
• Work towards the achievement of department and program goals
• Ensure knowledge of and compliance with all MAG policies and procedures and keep abreast of MAG activities
• Exercise their role in a way that is appropriate to the local cultural context and legal framework
• Understand and comply with the standards outlined in MAG's Protection Framework, acting with the care and attention necessary to safeguard the well-being of anyone who comes into contact with MAG's work and reporting any possible problems

Person Specification
Essential Experience:

• Advanced degree at university level in Administration, Human Resources, Logistics or any other related field.
• Prior experience of at least two (2) years in an administrative role, ideally in a support services role for another NGO.
• Previous experience in procurement, including identifying suppliers, conducting market research, etc.
• Previous experience in drafting administrative, logistical and record-keeping documents.
• Very good organizational skills, attentive and careful, and able to work independently.
• Excellent administrative skills, including in the use of MS Word and Excel.
• Fluency in English, knowledge of Hausa is an asset.

Essential Skills:

•  Interest in and commitment to MAG's humanitarian mandate and principles 
• Honesty, transparency
• Motivated, enthusiastic
• Rigorous
• Team player, humble and courteous, able to work under pressure; prompt and proactive, stress management and initiative skills
• Determined and committed to achieving high quality standards

Application Closing Date
2nd July, 2024.