The Admin and Logistics Associate will support the Nigeria team by providing administrative support for HD’s dialogue and associated activities, including; financial processes, human resource administration, logistics, procurement and liaison with service providers.
Reporting to the Admin and Finance Manager-Nigeria, the Admin and Logistics Associate will have the following responsibilities;
Procurement Management

• Responsible for assisting in the procurement process within HD Nigeria.
• Involves sourcing supplies, obtaining quotations and issuing purchase orders.
• Handle administrative tasks related to procurement. These include but are not limited to:
  • Maintaining records
  • Coordinating with supplies
  • Ensuring timely delivery of goods and services
• May also assist in contract management, supplier evaluation and compliance with the HD and donor (if different from HD) procurement policies.
• Support processes to ensure services and goods are purchased at the best possible value for money
  • Involve reviewing contracts to establish whether cost and performance needs are met and seek alternative options if otherwise.
  • Involve due diligence and vetting of suppliers (sanctions screening)
• Ensuring timely renewal/extension of all existing contracts before the expiration period.
• Maintaining and updating the procurement tracker regularly and share it on a weekly basis.
• Review and update the procurement status weekly to keep the program teams aware of the status of their procurements.
• Ensuring a proper filing system through the use of both manual and electronic filing systems for all the procurement related documents.

Office Administration

• Prepare consultancy agreements using HD templates and vetting, ensure that proper documentation is provided by consultants.
• Check consultants’ invoices, timesheets and activity reports for accuracy and completeness.
• Assist consultants with contractual matters, HD policies, logistical, financial issues and other questions.
• Update the consultancy list on a monthly basis.
• Ensure that the documents of consultants are well archived in the shared folder.
• Prepare and file purchase orders for any office fixed assets, liaise with Geneva IT team for any IT equipment and other office inventory for Nigeria team members and new staff/consultants.
• Manage office purchases and rent payments.

Logistics

• Support the Nigeria team in organizing meetings, conference, and other kinds of activities.
• Take the lead in the prequalification of hotels and car hire companies used in HD Nigeria.
• Liaise with participants and invitees based on instructions of Project Manager (PM), e.g. preparing invitation letters, serving as a focal point for participants enquiries.
• Handle all travel arrangements (including flights, visas, accommodation and insurance) for HD staff, consultants and visitors in accordance with HD policies; assist with the preparation of Travel Authorisations, if required.
• Compile financial information related to all travel expenses; control and validate the expense claims and supporting documents; and if applicable, assist HD team members in filling them out.
• Assist in negotiating rates, and contracting with external providers (such as hotels and conference facilities), and provide assistance on booking queries.
• Handle logistics payments via HD credit card(s) as per HD procedures (approvals and documentation).
• Provide logistics cost estimates for budgetary purposes on projects.
• Work with the Accounting Manager in Nigeria to settle the payments, and any associated refunds. May need to travel to provide support to project meetings for Nigeria team.

HR Administration

• Support staff well-being, be in charge of HD wellbeing budget for Nigeria team members.
• Ensure compliance to HD HR policies, procedures (SOP- standards operating procedures) as well as HR-related internal controls as per HD Internal Control System, (ICS).
• Manage and support induction of new staff joining Nigeria team
• Administrative support in the timely implementation of hiring procedures and policies, including profile checking in Exiger.
• Follow up to ensure timely and accurate completion and submission of staff monthly timesheets.
• Co-ordinate staff arrival and departure process.
• Maintain relevant staff and consultant information in Hubdrive (HR System).
• Any other administrative tasks as requested by Admin and Finance Manager

Qualifications:

The successful candidate should have:

• Minimum of a Bachelor’s in Social Sciences/ Administration/ Business Management
• Relevant professional qualification in business administration/human resource management, procurement or logistics
• At least 3 years of work experience in logistics, procurement, human resource and office administration.
• Strong command of written and spoken English. Proficient in Microsoft office applications, Sharepoint, One Drive, and advanced knowledge of excel skills are required.
• Experience with the use of HR applications, online travel booking and trip authorization tools and Business Central is an advantage

Personality:

The successful applicant should have:

• Good interpersonal skills;
• The ability to handle confidential information;
• Excellent representational skills;
• Strong multi-tasking skills;
• A proactive and self-motivated approach.

If you are interested in this position and meet the above-described qualifications, please send your resume (maximum 2 pages) with a short cover letter by September 8th 2024 to hrnairobi@hdcentre.org