Administrative and Logistics Assistant at FINDEF

Purpose/Role:

The Administrative and Logistics Assistant plays a crucial role in managing and delivering the Administrative and Logistics portfolio. They will handle a variety of administrative tasks and work with the Head of Corporate Service and Logistics Manager to ensure high-level performance in the organization. Reporting to the Logistics Manager, the administrative and Logistics Assistant will support the Logistics and Admin department in achieving organizational goals and ensuring compliance obligations are met through staff management, recruitment filing, and training organization in the intervention area. They will also be responsible for maintenance, installation of IT equipment, and personnel facilitation for the Katsina office and sub-bases according to FINDEF guidelines. Additionally, they will oversee the handling and transportation of personnel, materials, and equipment to and from Katsina. The ideal candidate for this role possesses a strong ethical framework, understands confidentiality, and has demonstrated integrity, accountability, and a strong work ethic.

Responsibilities:

Administration:

• Prepare all administrative documents such as internal notes, regulations, and memos at the field level with coordination at the HQ level etc. 
• Organize meetings with authorities of senior management & area coordinators. 
• Follow up on Legal-related issues, in coordination with HQ HR dept. 
• Ensure compliance of FINDEF to legal requirements of the area of intervention. 
• Management of FINDEF premises lease & ensure contract updated and renewal details are communicated for each premises; 
• Manage FINDEF office and Guest House, the guests in GH and set regular follow-up/management regarding payment with Finance.
• Reply to phone calls 
• Register visitors’ name 

Human Resources:

• Management of public holidays & keeping informed all bases/staff. 
• Control and check the attendance sheet of staff and arrangement of monthly reports for salary payments; 
• Management/Follow up of staff leaves, provide necessary forms for staff, while needed 
• Supervise the work of Cleaners in the Office and GH

Filing:

• Create a standard FINDEF Admin/Logistics filing system (include official correspondences, premises contracts, follow-up, recruitment process documents etc. 
• Create a personal folder system for area staff. 
• Send area staff personal folder relevant documents on the 1st week and 18th of every month to the HQ HR dept. 
• Ensure that the personal folder database has been updated regularly.

Procurement/IT equipment:

• Document newly procured IT items including updating of soft record. 
• Allocation of proper IT/Asset code to the newly procured asset. 
• Transferred assets (one base to another) need to be documented both in hard and soft. Soft copies should reflect dispatched documents. 
• Ensure that all hardcopies of Assets List and Assets Maintenance Sheets are printed and updated. 
• Control tag and ensure the identification of IT Assets is clear for all IT equipment kept in the bases or office area. 
• Control and consolidate at a base level the Monthly IT Equipment Follow-Up report, to be sent to LM monthly, every 5th of each month. 
• Manage all staff computers and e-mail back-ups monthly, clean all urn-necessary data 
• Install any software for staff based on office need upon approval decision by LM. 
• Ensure the repairing and maintenance of any internet or communication problem based on activity under his responsibility; 
• Keep the internet working all the time

Fleet and Fuel Management:

• Account for the overall compliance with the delivery and fleet management procedures (Monthly transport / Fuel Consumption report).
• Follow up and Check daily Log Books filled in by Drivers.
• Collecting copies of all Log Books regularly. 
• Control the In and out movements of all vehicles (FINPACT and Rented) with a movement register controlled by guards or a specific setup of the base; 
• Responsible for making sure that every vehicle has having First aid box, fire extinguishers, toolbox, and equipment bag all the time 
• Above items to be physically checked in each vehicle regularly 
• Manage and control running costs of the base\'s fleet (fuel, maintenance and repairs), including generators; 
• Supervise parking lot and control that vehicles are properly parked within FINPACT premises if required. 
• Take responsibility for the roaster and management of drivers before field movement. 
• Ensure that every driver has having cell phone & contacts list updated; 
• Follow up and daily maintenance of the Vehicle Tracking Sheet of all drivers under his or her responsibility.

Qualifications:

• Bachelor\'s Degree in economics, social science, business administration, or equivalent diploma. 
• Graduates of relevant fields are encouraged to apply. 
• Two (2) to three (3) years of administrative experience related to HR, or logistics Procurement service. 
• Strong communication and teamwork skills. 
• Commitment to humanitarian principles and values. 
• Applicants must be based in Katsina.