Program Officer - Admin at Haske Humanitarian aid Initiative (HHAI)

Haske Humanitarian aid Initiative (HHAI) is a women and youth-driven organization established in the year 2022, and since its establishment to date, the organization has striven to continuously interface and engage with key stakeholders at all levels to support in addressing gaps in the health sector, improve nutrition indices, and women’s agency, health, and socio-economic empowerment from the grassroots level which will provide an enabling environment and a robust healthy community. We strive for positive change in the way the community response to the health and socio-economic well-being of women, young adolescents, and children under 5 and to achieve an immediate and lasting change in their lives by providing the enabling environment. Across all our work, we pursue several core values: Honesty. Accountability, ambition, professionalism, collaboration, creativity, and integrity.

We are recruiting to fill the position below:

Job Title: Program Officer - Admin

Locations: Adamawa, Borno and Yobe

Job Purpose

• The Admin Officer will be responsible for overall administrative activities in the project implementation location. Under the guidance of the Project Officer, this position will support the Finance department’s management of accounting systems, policies, and procedures in compliance with accounting standards, Generally Accepted Accounting Principles (GAAP), donor’s rules and regulations, and legal requirements to support
• high-quality programs serving the vulnerable. As part of an experienced finance team, you will help coordinate daily financial activities through the duties outlined below.

Job Description / Principal Accountabilities (Rank - 1, % Of Time - 100%)
Overall Duties:

• Liaise with the landlord of the office premises and other operational contacts such as vendors, suppliers and courier services to keep the office fully functional
• Coordinate package delivery and pick-up
• Ensure that HHAI’s inventory list is updated on regular intervals
• Develop and oversee project safety protocols, including the management of the staff security in line with HHAI Policies
• Maintain office logs on travel, inventory and fuel usage for generators, vehicles etc.
• Prepare travel arrangements, relevant documentation (tickets, visas etc.) and any necessary travel materials (Meeting confirmations, background or reference confirmations)
• Prepare and submit a monthly logistics report about the above to the State Coordinator.
• Coordinate procurement process of goods and services, ensure necessary documentation
• Maintain and update vendor’s database for necessary goods and services
• Monitor quality and control cost on various office supplies, stationery, hotel accommodation, transportation and other equipment
• Provide support to HR where needed
• Ensure that the door security system and key management is functioning properly
• Manage the telephone/intercom/internet system
• Provide logistical support for meetings and conferences on-site and off-site
• Respond to general emails and forward to the appropriate members of staff
• Provide orientation for new staff, visitors or consultants on the use of the general office equipment and other office systems
• Maintain office equipment and oversee repairs
• Manage the office fleet and approve any private vehicle hire
• Oversee vehicle repairs
• Any other function required to be undertaken broadly in line with the above functions.

Other Duties:

• Keep colleagues appraised of developments in their own area as appropriate
• Contribute to staff meetings, and other internal meetings with appropriate content, views, and suggestions
• Fulfill requirements of internal staff management processes including performance reviews, supervisory meetings, etc.
• Develop strong relationships with all HHAI colleagues and partners to enhance their understanding of admin/logistics and build their knowledge.

Job Holder Entry Requirements
Knowledge (Education & Related Experience):
Education:

• Bachelor’s Degree in Business Administration, Procurement, Logistics, Management, Human Resources or a related field;

Required Experience:

• 1-2 years´ professional experience carrying out administrative, logistical and/or operational tasks
• Experience working in an NGO or civil society is a plus

Skills (Special Training or Competence):

• Proven interest and commitment to humanitarian and development principles and a demonstrable understanding of conflict/post-conflict development contexts
• Excellent in English (oral and written)
• Ability to plan, organize work, communicate and report effectively (both in writing and verbally)
• Proven ability to prioritize tasks and meet deadlines; team player and effective communicator,
• Strong IT skills (Email, Microsoft Office applications, Google Drive, Google Docs, Sheets, Presentation).
• Demonstrated passion for human rights issues
• Good reporting capacity and experience
• Attention to detail, keen at following procedures and meeting deadlines
• Ability to organize tasks simultaneously and prioritize work
• Strong verbal and written communication skills
• Strong interpersonal skills working with cross-cultural and multi-diverse teams
• Ability to build strong working relationships for partnerships
• Standards of Professional Conduct especially on integrity, service, and accountability
• Ability to function effectively under stressful conditions such as heavy workloads, and deadlines.
• Ability to observe and understand cultural and social contexts and reflect the understandings in programming
• Excellent analytical and report-writing skills
• Strong community engagement and facilitation skill
• Ability to infuse positive energy to the team

Key Behaviors:

• Interpersonal and intercultural sensitivity.
• Social and receptive (active listener).
• High degree of integrity.
• Ability to assimilate and handle a wide range of information efficiently and effectively.
• High level of stress tolerance and ability to work under pressure with minimum supervision.
• Willingness to undertake extensive field trip within PCO working area.
• Ability to work independently and as a part of the team, as the situation dictates.
• Proactive and ready to take initiative.

Internal:

• Program Coordinator/State Coordinator
• Finance and Support Services team
• Various staff based in all HHAI core departments, as and when necessary (e.g. funding, PDA, MEAL, finance, PPA)

External:

• Partners
• Consultants
• Service Providers/Stakeholders (Other NGOs)
• Government agencies
• Community leaders/CBOs

How to Apply
Interested and qualified candidates should send their CV, cover letter, and other necessary documents ONLY in PDF format for this application to the HR Coordinator via: [email protected] using “ADMIN/LOGISTICS OFFICER BAY 2023” as the subject of the mail.
Or
Click here to apply

Application Deadline  22nd December, 2023 (11.59 PM).

Note

• Only applications submitted online will be reviewed
• Only one application email should be submitted as multiple submission will be tantamount to automatic disqualification
• The deadline for submissions is 22 December, 2023 (11.59 PM), However, applications submitted before this date will be reviewed on a rolling-basis
• By submitting your Application for this position you agreed to HHAI ZERO Tolerance to:
  • Fraud
  • Sexual Harassment, Exploitation, Abuse and Child Abuse
• Our employees enjoy a work culture that promotes diversity and inclusion.
• Haske Humanitarian Aid Initiative (HHAI) provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, national origin, age, disability or genetics.
• Qualified women are strongly encouraged to apply