Administration and Logistics Assistant at International Alert

International Alert is one of the world's leading peacebuilding  organisations, with over 30 years of experience supporting communities,  advising governments, organisations and companies on how to build  peace. Alert works with people in conflict-affected and threatened areas  to make a positive difference for peace; to improve the substance and  implementation of international policies relevant to peacebuilding; and to  strengthen the peacebuilding sector.

We are recruiting to fill the position below:

Job Title: Administration and Logistics Assistant 

Location: Abuja (FCT) (with occasional travel to field locations)
Duration: 3 months with possible extension
Contract Type: Consultancy
Reports to: National Team Lead

Background

• This DDR project aims to support the harmonization of national policy, strategy, and operational frameworks for disarmament, demobilization, and reintegration, in alignment with international standards. 
• The project's success relies on seamless administrative processes and efficient logistical coordination to support high-level engagements, consultations, capacity-building activities, and multi-stakeholder events across the country.
• To support this, the project requires a proactive and well-organized Administration and Logistics Assistant to ensure effective back-office support, smooth field operations, and efficient resource coordination.

Purpose of the Assignment

• The Administration and Logistics Assistant will support the day-to-day administrative operations and logistical functions of the project. 
• The role will be crucial in ensuring timely procurement and delivery of services, proper documentation, smooth travel arrangements, and consistent support to field and technical teams.

Key Responsibilities
Administrative Support:

• Maintain organized project files (physical and electronic), ensuring proper documentation and tracking.
• Support scheduling and coordination of internal and external meetings, including preparation of agendas, printing of materials, and hospitality arrangements.
• Assist in processing administrative forms such as travel authorizations, payment requests, and petty cash reconciliations.
• Track staff attendance, leave, and ensure team calendars are up to date.
• Liaise with service providers and ensure administrative compliance with procurement procedures.

Logistics and Operations:

• Provide logistical support for project activities including workshops, community dialogues, field missions, and trainings.
• Coordinate venue bookings, transport arrangements, accommodation, and catering for meetings and events.
• Support in organizing travel itineraries, tickets, and visas for staff, consultants, and participants.
• Ensure timely delivery and distribution of project materials and supplies to field sites.
• Maintain an inventory register of office equipment and supplies and track usage.

Procurement and Asset Management Support:

• Assist in obtaining quotations and supporting the procurement process in line with project and donor guidelines.
• Maintain records of service providers, contracts, and vendor contacts.
• Support asset tagging and ensure that all assets are properly accounted for and maintained.
• Follow up on service delivery, payments, and vendor satisfaction where applicable.

Key Deliverables

• Administrative File System: Up-to-date and well-organized filing system
• Logistics Tracker: Tracking tool for all logistical arrangements and movements 
• Event / Activity Logistics Plans: Detailed plans for each project event 
• Travel and Accommodation Logs: Accurate and timely documentation of travel arrangements Procurement and Asset Records: Updated records of purchases and asset inventory

Qualifications and Experience
Education:

• Bachelor’s Degree or HND in Business Administration, Management, Logistics, or a related field.

Experience:

• Minimum 2–3 years of experience in administrative or logistics roles, preferably in an NGO, peacebuilding, humanitarian or development context.
• Familiarity with donor compliance requirements and procurement processes.
• Previous experience in supporting events, travel logistics, and vendor coordination.

Skills and Competencies:

• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Attention to detail and commitment to accuracy.
• Good communication skills, both written and oral.
• High level of integrity, accountability, and professionalism.
• Ability to work under pressure and manage competing priorities.

Working Arrangements:

• The Administration and Logistics Assistant will report directly to the Project Manager and work closely with the Finance and Admin Officer, Procurement Officer, and other team members to ensure smooth administrative and logistical support for all project activities.

Application Closing Date
10th May, 2025.