JOB DESCRIPTION. Job title: Logistics Officer Location: Abuja. Role type: National Grade: 6. Indirect reports:

Transcription

1 JOB DESCRIPTION Job title: Logistics Officer Location: Abuja Department: Operations Length of contract: TBC Role type: National Grade: 6 Travel involved: In-country travel on occasion Child safeguarding level: Nil Reporting to: Office Manager Direct reports: N/a Dotted line manager: Indirect reports: N/a Organisational background Established in 2003, Malaria Consortium is one of the world s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions. We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence. Our areas of expertise include: disease prevention diagnosis and treatment disease control and elimination systems strengthening research, monitoring and evaluation leading to best practice behaviour change communication national and international advocacy and policy development Country background Malaria Consortium has been operational in Nigeria since 2008 first as a lead of the large DFID funded Support to National Malaria Programme (SuNMaP) and now as lead or partner on several programmes. In 2012, Malaria Consortium fully established itself in Nigeria with a long-term commitment and opened a country office. 1

2 Job purpose The Logistics Officer will be responsible for all Abuja based logistics planning for Malaria Consortium activities in Nigeria. Scope of work The Logistics Officer will support project logistics planning, implementation and regular updating. They will conduct all Abuja based logistics in accordance with the Malaria Consortium policies. Key working relationships The Logistics Officer will report to the Abuja Office Manager, and will work closely with all Abuja based staff to provide them Logistics support Key accountabilities 1. Travel management (30%) Organise and book all national and international flights based on approved Travel Authorisation Forms (TAFs) Organise all airport pickup and drop offs with Malaria Consortium or hired vehicles Provide international travelers with letters of invitation as required Ensure the Country Visitor Information Guide is up to date and accurate and available to visitors on the Malaria Consortium Intranet page Collate documents of travels, events, hotel management from vendors for required approval and payment from finance; Organise and book Abuja accommodation required by visitors or staff for work purposes 2. Event management (40%) Organising Abuja based seminars/workshops/conferences including Provide advice to project managers in designing and organising Abuja based workshops/conferences Procuring suitable facilities for the workshop/conference following Malaria Consortiums standard procurement processes Organising and tracking all associated people movements using taxis, rental cars and/or Malaria Consortium vehicles as required Booking and managing all accommodation requirements for the event Organising and tracking all per diems for event participants, based on Malaria Consortiums per diem policy and budget holder approvals 3. Fleet management (30%) Manage the Abuja based drivers, including planning the driver roster, driver training 2

3 as required and performance reviews Conduct driving assessments for all new Malaria Consortium drivers in Abuja Ensuring that all drivers have valid driver s licenses and have completed a valid eye test Ensure all Malaria Consortium vehicles in Nigeria are registered and have required vehicle insurance Ensure logbooks are completed for all trips, with all logbook data collated into the Fleet monthly report Provide monthly analysis of the fleet report to the Abuja Office Manager, including fleet costs analysis, issues and recommended actions for fleet improvements Manage all fuel usage and costs for Abuja based vehicle used by Malaria Consortium Source and book rental vehicles, following the Malaria Consortium Procurement Policy, as required to supplement Malaria Consortiums fleet needs Person specification Qualifications and experience: Essential Degree or similar qualification in Administration or related field At least 3-5 years experience working in an operations related role specifically in administration or event management Proven writing skills in English Ability to work effectively and sensitively with staff in other locations A collaborative and flexible style, with a strong service mentality Facilitation and coordination skills Excellent Microsoft skills Desirable Attentive to detail Highly organised Flexible and self- motivated Excellent written and oral communication skills He/she must clearly display the ability to effectively prioritise and perform to tight deadlines Work-based skills and competencies: Essential Excellent interpersonal and communication skills Excellent computer skills with proficiency in Microsoft Word, Excel and Powerpoint Demonstrable driving skills and a valid driving license 3

4 Desirable Good coordination skills Excellent analytical skills 4

5 Core competencies: Delivering results LEVEL A - Focuses on delivering contribution to Malaria Consortium and achieving own objectives Puts in effort required to ensure the delivery of own work and objectives to meet (and exceed) expectations Strong self-management of time and effort Checks own work to ensure quality Analysis and use of information LEVEL A - Gathers information and identifies problems effectively Interprets basic written information Attentive to detail Follows guidelines to identify issues Recognises problems within their remit Uses appropriate methods for gathering and summarising data Interpersonal and communications LEVEL B - Adapts communications effectively Tailors communication (content, style and medium) to diverse audiences Communicates equally effectively at all organisational levels Understands others underlying needs, concerns and motivations and communicates effectively in sensitive situations Resolves intra-team and inter-team conflicts effectively Collaboration and partnering LEVEL A - Is a good and effective team player Knows who their customers are and their requirements Respects and listens to different views/opinions Actively collaborates across teams to achieve objectives and develop own thinking. Proactive in providing and seeking support from team members Leading and motivating people LEVEL A - Open to learning and responds positively to feedback Willingness to manage own development and performance Builds capacity of colleagues by sharing knowledge (induction) and acting as induction buddy when asked Open to learning new things Responds positively to feedback from others Identifies mistakes and takes positive steps to improve Flexibility/ adaptability LEVEL B - Clarifies priorities and ensures learning from experience Clarifies priorities when leading change Sees and shows others the benefits of strategic change Helps colleagues/team members to practice stress management through prioritization of workloads and modelling of appropriate self-management and care Makes time to learn from experience and feedback, and apply the lessons to a new situation 5

6 Living the values LEVEL B - Promotes Malaria Consortium values amongst peers Shows a readiness to promote Malaria Consortium s values amongst peers Promotes ethical and professional behaviour in line with Malaria Consortium s values Strategic planning and thinking and sector awareness LEVEL A - Manages own workload effectively Plans and manages own workload effectively Is familiar with Malaria Consortium s mission and current strategic plan Understands own contribution to Malaria Consortium s objectives 6