Logistician Officer at Malaria Consortium March, 2024

Job purpose

The Logistics Officer will be responsible for general operational and logistics planning for Malaria Consortium activities in Nigeria with special focus on International and Inter States travels.

Scope of work

The Logistics Officer will support project logistics planning, implementation and regular updating. They will conduct general logistics and operations support in accordance with the Malaria Consortium policies. One will be based in Abuja who reports to the Senior Admin Officer while the other will be based in Kano and reports to the Zonal Admin Manager.

Key working relationships

The Logistics Officer will report to the Senior Admin Officer / Zonal Admin Manager, and will work closely with all Project Managers, MC Admin Officers and general MC staff to provide them Logistics and Operational support

Key accountabilities

Travel management (40%)

• Organise and book all national and international flights based on approved Travel Authorisation Forms (TAFs)
• Organise all airport pickup and drop offs with Malaria Consortium or hired vehicles
• Provide international travelers with letters of invitation and visa support letters as required
• Prepare and coordinate the receipt of MC logistics brief for all planned travels internationally and locally in conjunction with other delegated admin personnel
• Record and submit a monthly movement tracker related to local and international flights based on TAFs received.
• Ensure the ‘Country Visitor Information Guide’ is up to date and accurate and available to visitors on the Malaria Consortium Intranet page
• Organise and book Abuja accommodation required by visitors or staff for work purposes

Operations management (30%)

• Organising general logistics for Malaria Consortium (especially, the interstate and international travels) seminars/workshops/conferences including other related events as assigned
• Provide advice/support to project managers in designing and organising travel plans, events, workshops, and conferences
• coordination of all logistics related procurements in line with  Malaria Consortiums standard procurement processes
• Coordinating, Organising and tracking of logistics briefs related to MC Travel plans using flights, taxis, rental cars and/or Malaria Consortium vehicles as required.
• submitting documents as part of a monthly movement tracker
• managing all payment processes related to travel, logistics and event plans made on behalf of Malaria consortium
• Support on any other logistics and operations related task provided by line manager

Fleet management (30%)

• Manage the Abuja based drivers, including planning the driver roster, driver training as required and performance reviews in line with MC guidelines
• Conduct driving assessments for all new Malaria Consortium drivers in Abuja
• Ensuring that all drivers have valid driver’s licenses and have completed a valid eye test as well as all required documentation sign off related to vehicle management
• Ensure all Malaria Consortium vehicles in Nigeria are registered and have required vehicle insurance with submission of regular tracking tools on same
• Ensure logbooks are completed for all trips, with all logbook data collated into the Fleet monthly report for Malaria Consortium Abuja / Kano offices and coordinating the reports for other MC offices
• Provide monthly analysis of the fleet report to the Abuja Office Manager, including fleet costs analysis, issues and recommended actions for fleet improvements
• Manage all fuel usage and costs for Abuja based vehicle used by Malaria Consortium
• Source and book rental vehicles, following the Malaria Consortium Procurement Policy, as required to supplement Malaria Consortiums fleet needs

Qualifications and experience:

Essential

• Degree or similar qualification in Administration, supply chain management or related field
• At least 3-5 years’ experience working in an operations related role specifically in administration or event management
• Proven writing skills in English
• Ability to work effectively and sensitively with staff in other locations
• A collaborative and flexible style, with a strong service mentality
• Facilitation and coordination skills
• Excellent Microsoft skills

Desirable

• Attentive to detail
• Highly organised
• Flexible and self- motivated
• Excellent written and oral communication skills
• He/she must clearly display the ability to effectively prioritise and perform to tight deadlines

Work-based skills and competencies:

Essential

• Excellent interpersonal and communication skills
• Excellent computer skills with proficiency in Microsoft Word, Excel and Powerpoint
• Demonstrable driving skills and a valid driving license
• Committed to the organizational mission and its values

Desirable

• Good coordination skills
• Good analytical skills