Admin and Logistics Assistant (Volunteer) at Media Communication for Health and Development Initiative (MECOHEDI)

Media Communication for Health and Development Initiative (MECOHEDI) is a women-led, impact-driven, non-profit, and non-governmental organization with a strong commitment to empowering humanity through the transformative influence of media and communication. Our organization is dedicated to addressing humanitarian issues, particularly those affecting women and children, while actively promoting sustainable development. We operate in collaboration with a wide range of stakeholders to facilitate positive change, encourage empathy, and advocate for healthier living across diverse borders, cultures, and communities.

Through innovative and culturally sensitive media initiatives we strive to raise awareness promote understanding and encourage behavior change on essential health and development issues.

We are recruiting to fill the position below:

Job Title: Admin and Logistics Assistant (Volunteer)

Location: Maiduguri, Borno
Employment Type: Volunteer

Job Summary

• The Admin and Logistics Assistant will support MECOMHEDI’s operations by providing comprehensive administrative and logistical support.
• This role involves managing office supplies, coordinating travel and transportation, supporting procurement processes, and ensuring the smooth operation of the office.

Major Responsibilities
Administrative Support (30%):

• Manage office supplies and equipment, ensuring availability and functionality.
• Maintain office filing systems and databases, both electronic and paper.
• Assist in organizing meetings, workshops, and events, including scheduling, preparation, and logistics.
• Handle incoming and outgoing correspondence, including mail, emails, and phone calls.
• Maintain a clean and organized office environment.
• Support HR functions, including maintaining employee records and coordinating recruitment processes.
• Ensure timely implementation and quality monitoring of MECOMHEDI-supported community health projects in the assigned area, through structured and regular monitoring, field visits, follow-up, and reporting.

Logistics Coordination (30%):

• Coordinate travel arrangements for staff, including booking flights, accommodation, and transportation.
• Manage the organization’s vehicle fleet, including scheduling, maintenance, and driver coordination.
• Oversee the receipt, storage, and distribution of supplies and equipment.
• Ensure timely and efficient delivery of goods and services to project sites.
• Monitor inventory levels and coordinate with procurement to replenish stock as needed.
• Maintain accurate records of logistics activities and report on progress and challenges.
• Ensure that all activities are implemented in collaboration with the SMOH/LGA health/nutrition authorities, national protocols are observed/available, and in line with MECOMHEDI strategies.

Procurement Support (20%):

• Assist in the procurement of goods and services, ensuring compliance with MECOMHEDI’s policies and procedures.
• Prepare and process purchase orders and contracts.
• Liaise with suppliers to obtain quotations and negotiate terms.
• Support the evaluation and selection of vendors based on quality, price, and delivery time.
• Maintain procurement records and documentation.
• Organize joint field monitoring visits with relevant stakeholders to project sites.

Front Desk Management (10%):

• Maintain an attractive, pleasant, and neat front desk area.
• Ensure that all persons entering the office building are authorized to do so.
• Receive and assist visitors to the office courteously, answering queries and providing information.
• Deliver messages to staff, not in the office.
• Organize notice boards at the reception area and outside the entrance to the office, regularly displaying important and useful information for staff and visitors.
• Manage office telephone communication effectively, including receiving all incoming telephone calls efficiently and courteously, recording messages for absent staff, making official calls on behalf of staff members, maintaining a directory of useful telephone numbers, and maintaining a phone call log, especially for international calls.

Event and Hospitality Management (5%):

• Provide event management assistance during internal or external meetings.
• Prepare beverages for office staff, visitors, and meetings throughout the workday. As necessary, request and purchase snacks for staff meetings and visitors.
• Replenish general office consumables at the beginning of each workday and maintain consumption records.
• Support the production of community-facing communications materials to support programs.
• Support and graphically produce all necessary communications materials for all programs in the Field Office.

Reporting and Compliance (5%):

• Ensure compliance with MECOMHEDI’s administrative and logistics policies and procedures.
• Prepare and submit regular reports on administrative and logistics activities.
• Assist in audits and inspections by providing required documentation and information.
• Ensure adherence to safety and security protocols in all logistical operations

Qualifications and Experience

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, or related field.
• Minimum of 2 years of experience in administrative and logistics roles, preferably in a non-profit setting.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite and logistics management software.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet tight deadlines.
• Strong attention to detail and problem-solving abilities.

Key Working Relationships:
Position Reports to:

• Admin and Logistics Manager

Position Directly Supervises:

• N/A

Indirect Reporting:

• Program Managers, Director of Programmes

Other Internal Contacts:

• Project staff, HR/Admin Staff, Finance Unit

External Contacts:

• Suppliers, Service Providers, Local Communities, Government Authorities

Standards of Professional Conduct:

• MECOMHEDI and its workers must adhere to the values and principles outlined in the EMPATHIC values – Code of Conduct.
• These are reflecting on our core values of Empowerment, Multiculturalism, Partnership, Advocacy, Transparency, Human-centeredness, Innovation, and Community-Focus.
• In accordance with these values, MECOMHEDI operates and enforces policies on Client Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Gender Equality, Whistle-blowing, Combating Trafficking in Persons, and several others.

Gender Equality:

• MECOMHEDI is committed to promoting gender equality within its workforce and creating an inclusive environment.
• We recognize the importance of a diverse and equitable workplace and actively support initiatives and practices that foster gender balance.
• MECOMHEDI offers supportive benefits and allowances to encourage the professional growth and development of all employees, regardless of gender.

Equal Opportunity Employer:

• MECOMHEDI considers all applicants based on merit without discrimination based on race, sex, colour, national origin, religion, sexual orientation, age, marital status, veteran status, or disability.
• We believe in equal opportunities for all and are dedicated to creating a workplace that reflects the diversity of the communities we serve.
• Our commitment to diversity and inclusion is fundamental to our mission and impact.

Application Closing Date
22nd September, 2024.

How to Apply
Interested and qualified candidates should:
Click here to apply online