Administrative and Logistics Officer
Facility for Oil Sector Transparency
Total years of experience :22 years, 11 Months
Responsibilities:
• Coordinate and supervise the activities performed in the administrative and logistical support units.
• Manage changes to the implementation of office procedures, policies,
• Provide guidance to consultants/partners on finance procedures
• Preparation of budget for project activities, ensuring it checks against allocations.
• Preparation of information for audit and ensure audit recommendation implementation
• Ensure that the project procurement process is conducted in an efficient, cost effective and transparent manner, with strict compliance to internal control procedures guidelines.
• Undertake a periodic review and updating of the procurement policies, office and administrative procedures and other relevant admin/logs police documents.
• Maintains efficient and effective transport system, ensuring that all vehicles in that office fleet are in top working condition always,
• Coordinated and managed travel arrangements both for staff, consultants, partners and other official visitors to the project.
• Coordinate all locate and international travel requests and movements, including flight bookings, accommodation and associated activities.
• Procurement of visas and liaison with relevant agencies.
• Serve as the security focal point for security information dissemination,
• Responsible for updating Staff/Consultants and visitor to the project on Nigeria security procedures, polices and guidelines. And maintain the security emergency contacts and update records as needed.
• Line management responsibility for the office Drivers, Office Assistant, Security guards and the Gardener,
• Perform personnel administrative tasks, including coordinating and participating in the hiring, promotion and termination process with respect to the direct reports.
Responsibilities:
• Provided audit interface between organisation and external/independent audit firms.
• Prepared accounting entries ensuring that all transactions are properly coded and charged against budgets.
• Conducted spot-checks and carried out oversight functions on inventory management/system.
• Reconciled bank accounts and remit statutory taxes (WHT/PAYE) to government authorities & process.
• Performed book-keeping functions e.g. drew up cheques, data entry, cash management
• Maintained rolling cash flow projections, including bill payable.
• Undertake e-filing and documentation of financial records.
Responsibilities:
• Coordinated the day-to-day administrative activities of the office; personnel issues, procurement, logistics;
• Provided support to programme activities;
• Managed set up of office systems (supplies of services, proper maintenance of facilities and office building; managed equipment including generator and vehicles maintenance.
• I established filing systems, archived all supporting accounting documents for the programme and ensured they were safely stored.
• I operated the programme staff payroll for all programme staff and collection and remittance of PAYE and mandatory pension of all employees.
• Imanagedpetty cash fund and preparation of monthly forecast
• Participates in the identification and formulation of programme and projects by compiling and analyzing information.
• Coordinated the day-to-day programme activities of five projects;
• I participate in the development and implementation of all the adviser’s work plans/budgets.
• I supported the project coordinator in the monitoring of the budgets ensuring that NGO’s/organizations given grants are spent within budgets and submitted reports when due as stipulated in the contract.
• I support the evaluation of projects and program activities
• Provided administrative and finance duties
• Responsible for the running the affairs of the State Office vis-a-vis personnel issues, procurement, logistics;
• Responsible arrangement of programme activities and manage set up of office systems.
• I manage database, electronic file version control, back-ups and programme wide common file coding);
• I provided human resource support duties (monitored leaves, drivers’ overtime; maintain accessible fillingsystem)
• I provided logistics support to visiting personnel from the head office staff on visit to the state for programme activities.