Logistics and Administrative Assistant - Magumeri

The IRC has been working in Nigeria since 2012, IRC entered Nigeria in October 2012 in response to a widespread flood disaster. IRC’s emergency response team, with local partner CISCOPE (Civil Society Coalition for Poverty Eradication), implemented a project to support livelihoods and improve WASH in Kogi State from February to May 2013 to January 2014. This was followed by a 3month nutrition and food security program in the same location from October 2013 to January 2014. IRC has been supporting programming in Adamawa State since early 2014. The current project addresses malnutrition and associated health concerns among conflict-affected persons in North-Center Adamawa State. In addition, IRC is beginning a new education focused grant looking at non-traditional educational access for conflict-affected youth.

POST DESCRIPTION:

• Warehouse management
• Transport & fleet management
• Assets management
• Maintenance

FUCTIONAL AND HIERARCHICAL REPORTING LINE:

• Manage rental agreements for offices and housing
• Maintain proper records of all correspondence.
• Assist in maintaining Staff files and Records.
• Raising PRs for Office supplies
• Ensure that all facilities are well functioning, including office andhousekeeping, officesupplies, electricity, maintenance and repair, internet and other communications functions in the field office
• Monitor proper use and functionality of office equipment and supplies

WAREHOUSE MANAGEMENT

• Be accountable for periodic cycle count as per the standard operating procedure to ensure that stock management system is adhered to by the staff/storekeepers.
• Lead in conducting fiscal year end stock inventories and ensure that effective stock inventory report is produced for Magumeri base.
• Assist programs to establish and implement a reliable stock distribution plan to avoid closed grant or expired items in the warehouses.
• Provide on-going training and support to base warehouse staff/Storekeepers in their relevant functions and reporting.
• Oversee warehouse operations in Magumeri ensuring proper stock-keeping records, storage conditions, security and facility maintenance
• Provide support to warehouse staff as required in managing and documenting the receipt, handling, storage, dispatching and reporting of goods through the IRC warehouse(s).
• Finalize monthly report for the expendables store outlining all stock movements and remaining balances for Magumeri base.
• 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 Magumeri Base, which will lead to an accurate asset database at all times.
• Ensure that each staff member in Magumeri is accountable for every asset assigned to them through the use of 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 assets officer and logistics manager for review.
• Liaise with assets officer & logistics manager to recommend disposal of assets in Magumeri is reviewed and implemented on an annually as per IRC and donor requirements regulations.

FLEET AND TRANSPORT MANAGEMENT

• Oversee the management of the transport fleet for Magumeri base. Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and Base officer/logistics manager.
• Ensure that systems are in place to account for transported goods.
• 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 IRC vehicles in Magumeri according to IRC policy.

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.;
• Ensure that facilities in guesthouses are at all times maintained and functioning. This may include maintenance of individual living rooms, doors, windows, hand washing facilities, latrines etc.;
• Manages the maintenance needs of all warehouses in the base office with the support of maintenance officer.
• Responsible for proactive maintains of equipment, tools, furniture, generators etc. in the office and at the guesthouses;
• Assist the Maintenance officer in managing all budgets related to maintenance requirements and raises timely PRs ;
• Prepares proactive maintenance plan with support of the maintenance and submits to the base officer/logistics manager for approval;
• Maintains all necessary documentations with regard to maintenance.
• Prepare and submit monthly report on maintenance and discuss with maintenance officer

REPORTS

• Responsible for compiling regular reports from Magumeri base on inventory stock levels, pharmaceutical stock levels and fuel consumption
• Responsible for compiling regular reports from Magumeri regarding Contributions-in-Kind

• Strong sense of personal integrity.
• Attention to detail.
• Ability to multi-task.
• Team spirit and problem solving abilities.

JOB REQUIREMENTS

• At least 2 years progressive logistics/supply chain experience
• Solid knowledge and understanding of practical Supply Chain Procedures and maintaining supply pipelines in areas with weak infrastructure.
• Strong organizational, interpersonal and communication skills.
• Strong computer competency with word processing, spreadsheets, databases, and other IT skills.
• Possess collaborative qualities and willing to exercise initiative.
• Willingness to participate and contribute as a team member, under challenging working and living conditions.
• Strong supervisory skills.

STANDARDS FOR PROFESSIONAL CONDUCT

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional 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, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

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 or disability.