Logistics Officer at Malaria Consortium
Malaria Consortium
13h ago
source : BetaJob

Location : Abuja

Department : Operations

Length of contract : TBC

Grade : 6

Travel involved : In-country travel on occasion

Child safeguarding level : Nil

Reporting to : Office Manager

Direct reports : N / a

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.

    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

    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
  • Organise and book Abuja accommodation required by visitors or staff for work purposes.
  • 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.
  • Fleet management (30%) :

  • Manage the Abuja based drivers, including planning the driver roster, driver training 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 :

  • Degree or similar qualification in Administration or related field - Essential
  • At least 3-5 years’ experience working in an operations related role specifically in administration or event management - Essential
  • Proven writing skills in English - Essential
  • Ability to work effectively and sensitively with staff in other locations - Essential
  • A collaborative and flexible style, with a strong service mentality - Essential
  • Facilitation and coordination skills - Essential
  • Excellent Microsoft skills - Essential
  • Attentive to detail - Desirable
  • Highly organised - Desirable
  • Flexible and self- motivated - Desirable
  • Excellent written and oral communication skills - Desirable
  • He / she must clearly display the ability to effectively prioritise and perform to tight deadlines - Desirable
  • Work-based skills and competencies :

  • Excellent interpersonal and communication skills - Essential
  • Excellent computer skills with proficiency in Microsoft Word, Excel and Powerpoint - Essential
  • Demonstrable driving skills and a valid driving license - Essential
  • Good coordination skills - Desirable
  • Excellent analytical skills - Desirable
  • 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
  • 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.
  • Competitive.

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