Regional Resources Assistants (NSRP)
Job Type: Contract
Location: Kano, Maiduguri, Port Harcourt, Jos and Kaduna
Purpose of job
To manage the resources function of the Nigeria Stability and Reconciliation Programme regional offices in line with the programme strategy, implementation plan and financial plan and to client and corporate standards.
Context and environment
Nigeria is the British Council’s largest operation in SSA with offices in four cities: Lagos, Port Harcourt, Abuja and Kano. NSRP is a DFID-funded programme managed by the British Council (who lead a consortium including International Alert and Social Development Direct) that aims to enhance collective efforts to identify and respond effectively to potential sources of violent conflict in Nigeria and reduce the negative impacts of conflict on the most vulnerable among the Nigerian population.The programme operates from five regional offices in Nigeria with a programme management unit situated in Abuja. The Resources Assistants will be based in regional offices (Kano, Maiduguri, Port Harcourt, Jos and Kaduna and may be required to travel to other regional offices and the Abuja office periodically. The posts will form part of the programme support team.The post holders must have the ability to work in difficult environments, often with limited infrastructure or support facilities. The programme will link closely with other BC-managed work in Nigeria, notably the Justice For All (J4A) programme. The post holders will work closely with the Security Coordinator, Regional Managers, Facilities & Procurement Manager, Facilities & Procurement Officer, Logistician, Resources Assistant Abuja, Programme Officers, Programme Assistants and the finance team and will report to the Regional Managers.Accountabilities, responsibilities and main duties
Accountable for ensuring that regional office resources/administrative functions support the operations of the NSRP regional offices
Responsibilities and main duties
1. Facilities/Logistics management 30%:
Handle arrangements for all incoming visitors to the NSRP regional office including transport and accommodation arrangement.
Main duties will include:
Ensure transport arrangements for all incoming staff/consultants to the NSRP regional office are in line with NSRP policies.Ensure hotel accommodation reservations are made on timeEnsure that staff/consultants concerned are informed on arrangement for their transport and hotel accommodation.Ensure that appropriate service contracts are in place for the regional facilities and necessary services for the equipment are carried out within schedule2. Workshop management 20%:
Assist with the management of the logistical arrangements for all workshops, events and meetings
Main duties include:
All workshop logistical arrangements are in line with NSRP workshop manualProcurement of workshop items are in line with procurement policyUndertake logistical support to designated workshops, meetings and events according to stated requirements.Workshop activities are smoothly carried out.3. Office Management 20%:
Maintain appropriate filing system, accountable stationary register, and asset register (in liaison with the facilities & Procurement Officer), so that all contracts, reports and correspondence are filed properly, and all stationary and equipment are recorded correctly.
Main duties include:
Ensure that all documents are accurately filedEnsure accountable stationary register is up to dateEnsure asset register reflects all items of equipment in the office.Ensure that stock card is maintained for the recharge cards.4. Procurement 15%:
Liaise with all outside contractors and service suppliers concerning all services/utilities supplied to the regional office. Order all stationary and replenishables (tea items and recharge cards) for the regional offices. Liaising with NSRP Facilities & Procurement Officer.
Main duties include:
Ensure that all procurement are in line with NSRP procurement policyEnsure that purchase orders (PO) are raised before any services are carried out or goods are supplied by selected vendors, and all payments and approvals are in line with NSRP policy and delegation of authority5. IT Management 15%: Assist with the maintenance of regional office IT infrastructures liaising with J4A IT Manager.
Main duties include:
Ensure that regional IT equipment are properly maintained and serviced when dueEnsure that regional GTI laptops are functioning well and that regional staff have appropriate accessEscalate on timely basis any IT issues to be resolvedKey relationships
Internal: Regional Managers, Security Coordinator, Facilities & Procurement Officer, Logistician, Regional Programme Officers, Driver/Office Assistants.External: External relationship management where appropriate (i.e. linked to function of role), to include: consultants, suppliers, external partner organisations, etc.Other important features or requirements of the job:
Periodic travel to high-risk areas is likely to be necessary following close liaison with British High Commission /BC/DFID. Regular unsocial and over-hours will be required to meet operational requirements of the post and programme. Carry out other duties not specifically stated in the Resources Assistant’s role profile as may be required by the Regional Managers and the Facilities & Procurement ManagerLanguage skills appropriate to the region would be a distinct advantagePerson Specification
Creating Shared Purpose (Essential). Communicating an engaging picture of how we can work together.Connecting with Others (More demanding). Actively appreciating the needs and concerns of myself and others.Working Together (More demanding). Ensuring that others benefit as well as meBeing Accountable (Essential). Delivery my best work in order to meet my commitmentsMaking it Happen (Essential). Delivering clear results for the British Council.Shaping the Future (Essential). Looking for ways in which we can do things better.Assessment Stage: Interview Only
Skills and Knowledge
Logistics and procurementIT skillsAssessment Stage: Short-listing and interview
Not less than one year experience in logistics and procurement.Similar sector experienceAssessment Stage: Short-listing and interview