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Summary of Position

• The PAL Officer will provide the main logistical support to their office, liaising closely with the PAL Coordinator and the finance team to ensure good recordkeeping, as well as liaising with the housekeeping staff to support the smooth running of the office.
• S/he will work under the direct supervision of the PAL Coordinator and closely with the finance and programs team. The position will supervise the office cleaning staff in their office. 

Major duties and responsibilities

• Liaise with the landlord of the office premises and other operational contacts such as vendors, suppliers and courier services to keep the office fully functional
• Coordinate package delivery and pick up
• Ensure that SFCG’s inventory list is updated on regular intervals
• Develop and oversee safety protocols, including the management of the security company
• Ensure that the door security system and key management is functioning properly
• Manage the telephone/intercom/internet system
• Provide logistical support for meetings and conferences on-site and off-site
• Respond to general emails and forward to the appropriate members of staff
• Provide orientation for new staff, visitors or consultants on the use of the general office equipment and other office systems
• Maintain office equipment and oversee repairs
• Manage the office fleet and approve any private vehicle hire
• Oversee vehicle repairs
• Maintain office logs on travel, inventory and fuel usage for generator, vehicles etc.
• Prepare travel arrangements, relevant documentation (tickets, visas etc.) and any necessary travel materials (Meeting confirmations, background or reference confirmations)
• Prepare and submit a monthly logistics report about the above to the Admin and Logistics Coordinator.
• Coordinate procurement process of goods and services, ensure necessary documentation
• Maintain and update vendor’s database for necessary goods and services
• Monitor quality and control cost on various office supplies, stationery, hotel accommodation, transportation and other equipment
• Provide support to HR where needed

Qualifications ( Education)

• Bachelor’s Degree/HND in Business Administration, Management, procurement

Required Experience

• 2 – 3 years ́ professional experience providing administrative, logistical and/or operational support
• Experience working in an NGO or civil society is a plus
• Experience working with little or no supervision

Other Relevant Requirements

• Resident in Bauch state is an added advantage
• Proven interest & commitment to humanitarian and development principles and a demonstrable understanding of conflict/post conflict development contexts
• Excellent in English (oral and written)
• Proven ability to prioritize tasks and meet deadlines; team player and effective communicator, 
• Strong IT skills (Email, Microsoft Office applications, Google Drive, Google Docs, Sheets, Presentation).
• Good reporting capacity and experience
• Ability to function effectively under stressful conditions such as heavy workloads, and deadlines.

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Purpose of the Position

• The Driver will support the Admin and Logistics Department in managing daily Logistics functions and supporting a staff movement across several locations:
• S/he will work under the direct supervision of Procurement, Admin and Logistics Coordinator and closely with other staff.

Responsibilities

Admin & Logistics activities

• The driver will assist in the execution of SEARCH projects through safe and efficient transportation by vehicle of Search authorized passengers, transport goods and services throughout Adamawa State and the country of Nigeria in furtherance of the execution of the responsibilities of those passengers as they relate to SEARCH projects. The driver will also maintain his assigned vehicle to meet all reasonable safety standards and act accordingly in line with SEARCH policies and immediately report any needed repairs to the Procurement, Admin and logistics Officer

Specific Duties, Responsibilities, and Accountabilities:

• Maintain professional and reliable driving skills; Observe general traffic rules & safety regulations and request passengers to use their seat belt inside the vehicle at all times;
• Drive project staff and other authorized personnel to various destinations safely, as assigned;
• Ensures cost-savings through proper use of vehicle e.g. accurate maintenance of daily vehicle logs, timely fueling of vehicle and monitoring of usage;
• Fulfill reporting requirements and maintain proper and accurate records on vehicle; Logs all trips, daily mileage, gas consumption, oil changes, greasing etc; Responsible for the day-to-day maintenance of the assigned vehicle; check oil, water, battery, brakes, tyres etc., performs minor repairs and arranges for major repairs to ensure that the vehicle is kept in top performance and clean;
• Keenly monitor the security of vehicle, authorized passengers and luggage in line with the vehicle policy;
• Report all major and minor damages and accidents on assigned vehicle to the supervisor in line with SEARCH vehicle policies;
• Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, vehicle tool kit and necessary spare parts;
• Ensures that in the event of an accident, SEARCH rules/policies and traffic regulations are followed;
• Other office duties such as photocopying, faxing, scanning, relieving at the reception, handling of in-coming/outgoing telephone calls, screening of visitors, etc;
• Perform other logistics tasks such as dispatch and collection of mails, and other relevant items as assigned, and also assist with movement of items within the office premises.

High Team Performance

• Participate in team meetings to bring up issues, share knowledge and achievements
• Develop strong and effective working relationships with the operations and Programs team
• Effectively communicate information and insights to the team.
• Ensure successful communication with all areas of the business.
• Contribute to the effective and efficient delivery of the program.
• Undertakes additional tasks or projects as assigned by the Admin & Logistic Officer
• Ensure project vehicle is maintained and fueled on time for program activities
• Support in creating and sustaining a workplace culture of learning

Ensures compliance with Search’s values, policies and standards, and ensures compliance with all local statutory requirements.

• Adheres to company policies and procedures and the corporate Code of Conduct.
• Ensures personal adherence to workplace health and safety requirements and either addresses or brings to PAL manager’s attention when others are in breach of these requirements.
• Acts in an ethical way when dealing with Search assets and other people.

Timeframe

• The position will be for one year with possibility of extension dependent on performance and funding.

The Driver is required to respect the following Ethical Principles:

• Competence: S/he should possess the abilities and skills and experience appropriate to undertake the tasks proposed and should practice within the limits of his or her professional training and competence.
• Honesty and integrity: S/he should be transparent with the contractor/constituent about: any conflict of interest, any change made in the negotiated project plan and the reasons why those changes were made, any risk that certain procedures or activities produce misleading review information.
• Respect for people: S/he respect the security, dignity and self-worth of respondents, program participants. He / She has the responsibility to be sensitive to and respect differences amongst participants in culture, religion, gender, disability, age and ethnicity.

Education

• Secondary school or a National diploma in any field

Required Experience

• 1-3 years of relevant practical experience working with a non-profit organization as a Driver or Logistic Assistant
• Experience in INGO is a plus

Required Competencies

• Attention to detail: The ability to process detailed information effectively and consistently
• Cooperation: The ability to work effectively with others to achieve a shared goal even when the object at stake is of no direct personal interest
• Quality of work: Work is performed accurately, neatly and on time. Work is consistent, complete, and requires minimal checking and correction
• Job Knowledge and technical skills: Understands the job requirements and policy requirements. Has specific content knowledge where appropriate
• Organization of work: Manages his/ her time effectively and takes initiative, finding innovative ways to get the job done. Demonstrates self-reliance and resourcefulness