Essential Duties and Responsibilities

• Ensure the smooth day-to-day operations of the office and its environment.
• Conduct regular inspections and maintenance of office buildings and the environment to ensure the safety of staff and readiness for use at all times.
• Handle routine maintenance requests for the office building to ensure compliance with Health, Safety & Environment (HSE) principles and guidelines.
• Plan and execute premises planification and/or office space re-arrangement to maximize space utilization.
• Provide workstations and tools to newly recruited staff upon resumption.
• Manage the allocation of the fleet of vehicles for travel within Lagos, ensuring that vehicle authorization is approved before any vehicle leaves the HALG office.
• Manage the activities of car hire operators and other service providers to HALG.
• Plan transport logistics, oversee drivers’ activities, monitor vehicle fuel consumption, renew vehicle documents, maintain a repair log, and monitor maintenance.
• Manage the activities of the administrative stores, ensuring zero stock-out of office supplies and maintenance consumables, and ensuring that items are well-kept, arranged, labeled, properly stacked, and secured.
• Conduct tagging of all organization assets in the office and field, record them in the Asset register, and ensure regular updates of the Asset register.
• Maintain an assets inventory, ensuring that assets are kept in good condition and regularly checking asset stickers.
• Manage petty cash purchases of administrative items, ensuring value for money and cost savings.
• Manage office keys and all other keys kept in his/her possession properly.
• Ensure prompt payment and documentation of utility bills (Water, power, waste) to ensure the regular supply of these services by relevant government bodies to the office building.
• Conduct dispatch of project items to the field and other HALG locations.
• Responsible for receiving and recording official letters to HALG, as well as dispatching them to stakeholders and interlocutors.
• Perform any other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or competency required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Education and/or Experience:

• HND/Bachelor’s degree in Business Administration, Supply Chain Management, Procurement or other related discipline.
• Minimum of 0-1 year work experience in logistics and store keeping function in an NGO setting.
• Experience in supply chain management is highly desired.

Other Competencies:

• Time Management – Ability to prioritize tasks, manage time and complete projects in a fast-paced, changing environment with minimal supervision.
• Quality Management – Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
• Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively.
• Adaptability – adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Cultural Sensitivity – Respects cultural environment in which person is working and does not act in a manner that is outwardly offensive to the local community.
• Non-discriminatory- Does not discriminate persons based on sexual orientation or gender identity, age, preferred jobs, or behavioural habits.

Language Skills:

• Excellent oral and written English communication skills.
• Knowledge of Local Language preferred.
• Demonstrated competency in public speaking.

Computer Skills:

• Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange, Windows operating systems, Power Point.
• Other software routinely used by Heartland Alliance.