Context and purpose of the Job

The Administrative & Logistics Officer is part of Operations within a country. The role holder will focus on providing administration & logistical support services in the country program while ensuring availability and quality of logistics to fully support SNV operations. The Administrative & Logistics Officer supports, guides and directs all projects in administration & logistics support functions. He/she requires strong logistical planning skills, the ability to multitask, and a focus on efficiency and cost-effectiveness. Must be a dynamic and efficient. He/she should fit into a busy office and be well organised and reliable.  He/she should ensure efficiency, effectiveness, punctuality, and timely support in Administration, Logistics and Fleet functions, to create optimal, preconditions for efficient and effective execution of specific tasks. He/she will report directly to the Country Operations Manager.

Responsibilities

Fleet management.

• Provide administrative support to Operation Team.  Liaise closely with the Country Operations Manager to coordinate fleet and facilities management. Optimize transportation routing & mapping to minimize costs and maximize efficiency. Gather, analyze, and prepare relevant reports (fuel usage, fleet maintenance & facilities management and prepare/ consolidate monthly fleet running costs) and provide weekly updates to Country Operations Manager for action. Anticipates on delivery challenges to ensure service continuity. Ensures issues are escalated in a timely manner through the right channel, when necessary, to ensure full logistical support. She/He prepares monthly fuel and mileage reports- fleet running costs, summary of incidents and actions taken, insurance of fleet/ assets, incident reporting and follow-up, fleet acquisition planning, ensure weekly checking of vehicle logbooks to confirm usage and authorization of journeys. Ensure that contracts for fuel, car rental, tyres, batteries, GPS, repairs and maintenance, parking fees, etc are valid and that payments are made immediately. Timely update of drivers on new traffic laws and organizing training like defensive driving, first aid which enhances their safety and performance.

Facilities management

• Support facilities management through coordination of country office and project offices to ensure offices facilities are functioning properly and working environment is conducive.  Coordinate facilities maintenance and repairs are on time, generators services and maintained well. Ensuring all office properties are in good conditions for the safety of the employees and their properties. He /she should be a team player with strong attention to detail and comfortable to execute this role smoothly.

Asset Management 

• Organize and track all organisational assets and develop organisational asset register. Coordinate with regional administrative officers to ensure every asset tracked and registered in master asset register. Co-ordinate asset disposal with project managers or project finance teams. Ensure asset register is updated frequently to track new acquired assets. Ensure periodical spot check of all assets to confirm existence and status with quarterly reports furnished to Country Operations Manager.

Inventory Management

• Organise stores at country office and ensure that all incoming and outgoing inventory is recorded with the right documents of Delivery Notes-DN, Stock Cards- SC, Goods Received Note- DN & Stores Requisition Notes-SRN. Ensure periodical (quarterly and mandatory end of year) physical verification of inventory with reports furnished to the Country Operations Manager. Bring to the attention of the COM any variances in stock for corrective action. Ensure that stores are well arranged for easy stock taking and access of inventory. Ensure timely replenishment of inventory including office supplies and cleaning materials.

Filing and Archiving

• Control, distribution and filing of motor vehicles logbooks and any related documents at the country office and maintenance of a filing system, in line with archiving procedures.

Administrative Duties

• Participate in collecting information for procurement planning, carbon reduction strategy and any other information which is critical to the success of country operations.
• Set goals and objectives and evaluate transport facilitators/ driver’s performance. Participate in the recruitment of drivers. Evaluate the performance of logistics vendors.
• Supports SNV employees on facility matters, making sure the office environment is an optimal workplace for the employees (e.g. meeting room set-up, maintenance, gardening etc.).
• Coordinates accommodation, travel arrangements, work visa/ permits tracking (if applicable) in consultation with logistic support, organises local transport, visa application, conform procedures and in line with agreements with the manager.
• Supports SNV employees and visitors in office support, making sure they can reside in a clean and secure office environment and are provided with food and beverages (e.g. cleaning, security, catering, welcoming visitors etc.).

Qualifications & Experience

• A bachelor’s degree in business management (Administration, Operations, Accounting, Logistics, Human Resources) or a related field.
• Minimum 5 years of experience in working in an international organization, including experience in business support services.
• Experience of reviewing and implementation of policies, procedures and guidelines.
• Experience of managing varied projects in HR, Finance, and Logistics/Procurement.
• Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities.
• Experience in context analysis, security and team management.
• Excellent oral and written communication skills in English and local language.

• Result oriented:The ability to take direct action in order to attain or exceed objectives.
• Initiative: The ability to recognise and create opportunities and to act accordingly. Rather starting something than waiting passively for it to happen.
• Flexibility: The ability to change one’s behavioural style and/or views in order to achieve a set goal.

• Accuracy: The ability to work accurately and diligently, with an eye for detail aimed at preventing mistakes.
• Problem analysis: The ability to detect problems, recognise important information and link various data to trace potential causes and look for relevant details.
• Focus on quality: Setting high quality standards and striving for continuous improvement and quality assurance.