Admin/Logistics Assistant at Catholic Relief Services (CRS)

Band:                 4

Department:      Operations

Reports To:        Head of Office - Yola

Location:            Yola, Adamawa State

Job Ref Code:    ALA180219

Full JD Link:       https://bit.ly/2IhiziC

 Job Summary:

The Admin/Logistics Assistant will provide service in the day-to-day delivery of responsive, effective and efficient administrative and fleet management activities in support of the KFW STaR project. You will provide consistent and high-quality service and contribute to the proper stewardship of resources to help ensure operational effectiveness in support of high-quality programming. S/he will support the Head of Office in Adamawa to manage the Yola office.

Job Responsibilities:

1.        General Administrative Duties:

• Provide updates on anticipated administrative needs.
• Manage day-to-day operations of the CRS office in Yola.
• Provide general administrative support to the operation of project activities.
• Organize proper storage and issuance of stock, maintain stock reports and monitor usage.
• Organize transport and distribution of project materials to project sites.
• Maintain files and support the dissemination of project information among the project team.
• Work in collaboration with operations/facility staff in Maiduguri to ensure proper running of the project office in Yola.
• Work collaboratively with other project team members to ensure necessary project planning, resource availability and management activities function smoothly and efficiently.
• Support program staff with request for advances and cash disbursements

2.        Support Project and CRS-wide meetings, trainings and activities:

• Schedule and coordinate internal and external meetings, including invitations, meeting space, logistics, provision of materials and refreshments.
• Filing (electronic and hard) project documents, meeting minutes and technical documents.
• Maintain inventory of all project partner’s contact information.
• Maintain project assets inventory register in collaboration with the grant unit
• Liaise with the IT department on hardware and software issues to ensure functionality to meet ongoing and ad hoc needs
• Support the establishment and function of project resource center and project information management

3.       Logistics and itineraries:

• Manage drivers in Yola office and ensure efficient fleet management in Adamawa and southern Borno
• Ensure logistical support to staff/visitor itineraries
• Be the primary point of contact for visitors’ administrative needs
• Coordinate staff movements including leave, field trips and all required logistics using the movement and leave tracker.
• Assist with correspondence, letters, and invitations.

Education and Experience:

• Minimum of first degree in any field
• Two years’ experience working in an office environment in a clerical or administrative role. Experience with a local or international NGO a plus.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.
• Ability to communicate in English and Hausa Language is essential 

Travel Required 60% to field locations in Borno and Adamawa