This position is a Nigerian national position. Position is based in Maiduguri with regular travel within the regions of Tdh operations in Nigeria.
The logistics Officer will provide a comprehensive and coherent administrative support for the Tdh logistics operations in Maiduguri and other field sites in Nigeria.
The purpose of the position is to implement logistic activities regarding the projects and the base(s) of TDH, more specifically:
Management of the fleet of vehicles / equipment
Procurement – supply
Management of office and guest houses functioning
Management of the logistic team (drivers, watchmen)
Key ResponsibilitiesFleet management and Transport:
Organize weekly vehicles movements and plan inspection in cooperation with the program team /activities and the Logistic manager
Ensure the respect of the vehicle management procedure: log books, use of the vehicles, maintenance, cleaning…etc
Supervise and follow the global maintenance of the vehicles in link with the drivers, and the rental agency
Ensure all vehicles legal documentation and procedures are updated
Ensure the vehicle follow-up every month, (fuel and voucher follow up), synthesis of cost per km, synthesis of maintenance cost, synthesis of total cost…) according TDH’ procedure
Support base drivers team in their daily activities and tasks when necessary.
Participate in the continuous general training of drivers and regularly test their knowledge
Ensure that problems are reported to the rental company as soon as possible.
Fill all the documents needed for transportation of goods (Packing list and Waybill)
Identify suppliers, and collect quotations according to Line manager
Ensure that all the needed information is filled on quotations
Ensure a proper filing system of all procurement files and documents and constantly update the follow up tool
Negotiate the price, delivery time and others terms with suppliers
Ensure the quality of the purchase and the delivery deadlines
Ensure the collected documents are compliant with the procedures: supplier stamp, signature.
Provide invoices to the administration according to the rules of the organization
Ensure a good communication with the program managers at all the level of the purchase process
Report any problem with supplier to the Logistic manager
Ensure the supply all recurrent items (Office supplies, cleaning items, drinking water, etc…)
Identify with the Logistic manager the new suppliers and make a permanent research of new sources of supply on the benefit of the organization.
Organize the flow of merchandise
Take delivery of the items and check the quality & quantity
Follow Tdh’s stock management procedures; Put in place and update/use all relevant tools (stock cards, stock list, delivery notes, etc)
Do regular inventories (monthly) for the different items stored within the office and activity bases (projects and logistic items), and ensure it is spread to the programs.
Crosscheck regularly the data between deliveries from stock and programs data (donation certificates) in close relation with the program manager.
Ensure that all items are stored in good condition and that any missing or damaged goods are reported immediately to the line manager.
Assets and IT:
Ensure all Tdh assets are manage according Tdh procedures
Ensure tracking and recording in the assets follow-up
Ensure the maintenance, proper use and utilization of Tdh equipment and devices (training to the user…)
Ensure the management of the server
Organize the planning and work of the team his/her supervising
Provide the line manager a monthly report and forecast (Purchase follow up, Stock, Fleet data base)
Immediate feedback in case of incident in and around our working area to the line Manager.
Agree to comply with Tdh Code of Conduct and promote Child Safeguarding policy.
Report serious cases of abuse on children that she/he would be aware of in Tdh’s intervention locations. Strict confidentiality must be respected.
Adhere to and enforce current administrative and logistical regulations and procedures
The duties and responsibilities listed above are representative of the nature and levels of work assigned and are not necessarily all-inclusive.
Formal education/training in logistics desired – can be compensated with experience (at discretion of evaluation team)
Significant previous experience with similar tasks, particularly in procurement
Advance IT knowledge (hardware and software, Microsoft Office, Internet, Server, LINUX)
Experience in team management
Previous experience with an NGO is desirable
Ability to work under pressure and in stressful environment
Previous experience in emergency response is appreciated
Strong organizational and time management skills.
Required qualities: organized, sense of human relations, diplomacy, communication skills
Desirable: proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context
To have a valid driving license is an asset.
Fluent in English (written and spoken), Hausa and Kanuri.