Admin & Logistics Officer - CARE International

CARE is a global leader within a worldwide movement dedicated to ending poverty. Our mission around the world is to save lives, defeat poverty and achieve social justice. Our Core Values describe who we are, what we do, and how we do it.

Job Description

Cooperative for Assistance and Relief Everywhere (CARE), Inc. doing business as CARE International in Ghana is seeking a qualified candidate to fill the position of Admin & Logistics Officer -Strengthening Accountability in Ghana’s Education System  (SAGES) Activity

CARE International in Ghana is implementing $50 million USAID-funded Strengthening Accountability in Ghana’s Education System (SAGES) activity as a consortium lead with Crown Agents, Ghana National Education Campaign Coalition (GNECC), School for Life, Afrikids, and Community Development Alliance (CDA). The project will run for 5 years starting from April 2023.

The Strengthening Accountability in Ghana’s Education System (SAGES) activity will improve primary education service delivery through institutionalizing accountability in the Ghanaian primary education system. The activity will support efforts led by the Government of Ghana (GOG), in particular the Ministry of Education (MOE) and its agencies/affiliates, to strengthen the enabling environment for education accountability and increase the performance of the education system.

The Admin & Logistics Officer candidate we seek will bring passion and initiative to her/his role and contribute to the achievement of CARE’s vision, mission and strategic goals for Ghana.

We offer an inclusive and energetic work environment with opportunities to thrive and grow through initiative and participation in our local, regional and international networks. We are committed to advancing gender equality and diversity in the workplace and to growing our pool of young talent.

JOB PROFILE

The Administrative and Logistics Officer will be responsible for providing office management and logistic support in an efficient and cost-effective manner while keeping in mind legal considerations and donor requirements where necessary. S/he will provide administrative support to the overall implementation of the project activities and will work closely with the project Team.

The incumbent will provide support and answers to questions related to administration, logistics, counsel and advice, and deal with customers with maturity, tact and diplomacy.

This position will be based in Tamale.

Some Key Responsibilities for this role:

Coordination of Logistics at the sub-office

• Coordinate and provide logistical support for Project activities, including travel arrangements, field visits.
• Responsible for safekeeping hard copies and soft copies of asset management forms, fleet management forms, warehousing documents, distribution reports, and other pertinent documents relating to supply chain.
• Responsible for giving feedback from the program staff to the vendor and vice versa.
• Accountable for maintenance of goods/equipment of the project. This includes keeping and monitoring warehousing records of all goods that are received and dispatched.

Fleet Management

• Maintain records on vehicles and generate files showing maintenance schedules, data of insurance renewals, roadworthiness certificates, ECOWAS brown cards, etc.
• Oversees fleet concerns that include the daily movement of the project staff, mobilization of project supplies for distribution and for training/workshops, observance of safety & security protocols, and submission of the monthly Fleet related report.
• Ensure that new vehicles are correctly registered, insured, etc, and initiate the process of renewal of documentation as required.

Asset Management

• Maintain an up-to-date inventory (electronic inventory register) for the Sub offices including vehicles, office and project equipment, following established procedures.
• Consolidate quarterly the Sub office’s inventory of assets, office and project equipment, and any other asset.
• Ensure proper documentation of all assets (receipts, disposal, transfer etc)
• Ensures the appropriate use and security of assets and equipment assigned to the project office area.

General Administration

• Support the implementation of CARE Ghana administrative policies and procedures in the office and supervise compliance with donor regulations.
• Supervise the maintenance of CARE equipment (air conditioners, copiers, fire extinguishers, generators, electric appliances, vehicles etc) through regular service contracts, as appropriate.
• Maintain a good filing system in the office.
• Ensuring proper housekeeping of physical and electronic files and project assets are accounted for and deployed as appropriate.

Required Skills or Experience

Knowledge

• Excellent Analytical skills, good written and oral communication skills; Ability to exercise independent judgment and workout direction.
• Ability to multitask and work within deadlines; Proficient in use of Microsoft applications, including Excel, Word, PowerPoint & Outlook (or similar software).
• Good knowledge of administrative systems and practice, policies and procedures.
• Familiar with donor rules and regulations (EU, USAID, CIDA) and basic finance or accounting practices

Experience

• At least 2 years progressively responsible experience in Supply Chain Management, Procurement, Property Management and Administrative work or equivalent experience OR a combination of education and work experience. A good experience in supervision is required.
• Previous experience working with an INGO or a Development organization.

Competencies

• Strong customer service focus and ability to work well with people from varied backgrounds and cultures at all levels in organization.
• Strong level of initiative to provide independent follows through on processing issues and concerns.
• Excellent planning, organization and time management skills and ability to work independently.
• A strong team player
• Strong problem solving, analytical, operational, and coordinating abilities,
• Good interpersonal, oral and written communication and presentation skills.

Qualifications

• A minimum of a university degree in Administration, Logistics, Supply Chain, Management or Business or equivalent experience OR a combination of education and work experience.
• A membership with CILT or CIPS will be an added advantage.