Admin & Logistics Specialist

Job Title: Admin & Logistics Specialist

Location: Abuja, Ibadan & Kano

Reports Directly to: Operations Manager

About TechnoServe:

Everyone deserves the opportunity to build a better future. This simple idea has been at the heart of work around the world for over 50 years. TechnoServe is a pioneer in leveraging the power of business and markets to create sustainable pathways out of poverty.

The low-income communities in which we work are full of enterprising people. Their small-scale farms and businesses are the keys to economic development. But they face many challenges: low literacy, lack of access to jobs and markets, unpredictable political dynamics and, increasingly, the effects of climate change. For many women and young people, the challenges are even more daunting. Working with TechnoServe staff, people around the world are lifting themselves out of poverty. The results are amazing when incomes increase and living conditions for families get better, they are able to access health care and education previously out of reach. Communities and even whole countries are better off.

Job Summary:

TechnoServe seeks a highly organized, detail-oriented professional to assist with administrative and logistics functions for the Abuja, Kano and Ibadan offices. The role is a critical function of the state offices and ensures smooth office operations at all times. The Logistics & Admin Specialist will be part of the operations department to support activities across the Abuja, Kano, Anambra, Ibadan, Lagos state and other field offices for the project teams through the following:

Primary Functions & Responsibilities:

Travel and Logistics

• Issue Task orders and ensure invoices are promptly processed
• Coordinate inter and intra state travels within Nigeria for staff and visitors, including air tickets, ground transportation and accommodation.
• As assigned, facilitate visa processing requests for visitors and staff in compliance with the Nigeria government and host country regulations.
• Work closely with the Operations Specialists to onboard travel agencies, car hire services, hotel services, and other administrative services required for the smooth running of the offices.
• Manage, coordinate and communicate with travels and logistics vendors to ensure performance and adherence to TNS travel policies at all times.
• Coordinate paperwork and physical maintenance of fleet and logistics management.
• Work closely with the vehicle tracking company to check vehicle routes and speed limit applications.

Fleet management

• Oversee the day-to-day operations of TNS project vehicles in the state office, working closely with the program team to coordinate the allocation of vehicles based on operational needs and priorities.
• Establish preventative maintenance schedules for all vehicles, ensuring timely servicing, repairs and maintenance.
• Ensure all vehicles have valid up-to-date licences, insurance, permits (in line with states/local government regulations) and registrations, and planning ahead with the drivers to ensure timely renewals.
• Monitor driver compliance with driving and safety standards.
• Monitor fuel consumption and vehicle operating cost to reduce operational and maintenance expenses.
• Verify invoices related to repairs, maintenance and fuel and process for payment.

Asset Management

• Work closely with the IT Specialist and Operations Manager to maintain and update the asset register for all organizational assets.
• Ensure appropriate documentation of asset distribution and disposal during program implementation and/or closeout.
• Work with the Operations Specialist and IT Specialist to record all asset acquisition, movement, transfer and disposal.
• Assign asset tags on all assets for audit and tracking purposes.
• Work closely with the Operations Manager to carry out periodic asset verification.

Office Management

• Inspect and track usage of office consumables including utilities such as diesel, generator maintenance, electricity and other health and safety regulations.
• Guide other office support staff such as interns, drivers and cleaners to regularly comply with operational standards.
• Ensure all assets are well-maintained and asset records are accurate and tagged.
• Ensure routine maintenance of all office equipment and insurance of assets.
• Oversee the daily purchases and management of the office's petty cash.
• Ensure timely and accurate submission of monthly petty cash fund reconciliation with all related documents.
• Draft correspondence, including reports, processes, and other administrative documents.
• Assumes responsibility for document filing and applies initiative in developing office administrative procedures.

Petty Cash Administration

• Maintain custody of the office petty cash fund.
• Disburse petty cash strictly for approved expenses in accordance with established policies.
• Ensure availability of sufficient petty cash balance for operational needs.
• Ensure all vouchers are properly completed, signed and supported by valid invoices and receipts.
• Prepare petty cash replenishment reports and requests, ensuring accuracy of records and transaction reports.

Procurement

• Assist the procurement team to receive goods, ensure conformity with the signed purchase order, and sign the goods receipt notes.
• Assist with the vendors’ site visits.
• Assist with the market surveys to recruit new vendors e.g. hotels, travel agencies, car hire services, office supplies, internet and other services in the state office.

Basic Qualifications:

These are the requirements that any qualified candidate must meet.

• Bachelor’s degree in Logistics, Business administration, Public Administration, Office Management with 3 years post NYSC work experience.

Preferred Qualification: Alternatively, have at least 4 years of work experience in an administrative / office management role, with responsibilities related to office management preferably with an international NGO

Travel: Ability to travel on occasion.

Language Requirement: Fluency in English both in writing and speaking.

Knowledge, Skills and Abilities:

• Effective oral and written communication skills, and ability to work independently on multiple tasks simultaneously
• Strong interpersonal, organizational, and communication skills
• Experience with relevant software packages useful for preparing relevant work documents.
• High Professional work ethic and integrity.
• Ability to reason objectively, clear strong and strategic communication skills.
• Good interpersonal and public relations skills.
• Strong operational, analytical and management skills.
• Ability to multitask competing priorities with minimal supervision.
• Ability to work both as a team lead and a team member.

Supervisory Responsibilities: Drivers, Cleaners and other ad-hoc Admin staff

Closing Statement:

We encourage all qualified individuals who share TechnoServe's vision of improving the lives of others through proven business solutions to apply.

With our commitment to diversity, we are proud to be an equal opportunity employer and and do not discriminate on the basis of gender, race, color, ethnicity, religion, sexual orientation, gender identity, age, HIV/AIDS status, protected veteran status, disability and all other protected classes.

We are also proud of our commitment to protecting staff, partners, and beneficiaries from abuse and exploitation and thoroughly vet all final candidates through rigorous background and reference checks.