Operations Specialist (50% LOE)

Overview The Operations Specialist is responsible for ensuring the smooth operations of the logistics provided by the Operations Unit by providing clerical support. S/he works with the Senior Operations and Procurement Specialist to make hotel and airline arrangements, provide assistance to staff in need of visas, assist Expats and TCN in obtaining Nigerian resident visas, coordinate the arrangement of materials and equipment as specified in the activity profiles and provide assistance to assure shipments to the projects clear customs in a timely manner. S/he is responsible for ensuring that the operational and administrative functions support the timely and effective implementation of the project’s technical scope of work. Responsibilities Arrange hotel for Nigerian staff, Participants, Consultants who are coming to Abuja for assignments Arrange hotel for TDY staff coming to assist Nigeria teams Assist staff in obtaining visas for international travel Assist in making international and local travel arrangements Arrange for telephones and internet modems for TDY and new staff, as the case may be Provide assistance and follow up to Expats and TCNs on obtaining Nigerian resident VISAS Assist in organizing for the dispatch of goods and equipment whenever required and ensure that packing list, waybills, and export documentation where necessary are prepared and ensure that shipping details are communicated in writing promptly to the receiver Calendar management, ensuring conference rooms are booked and Meeting/conference/activity logistics and making sure to update the records regularly Arrange spaces for new employees making sure the availability of desks, chairs, etc. are ready for them to use on the start day Inventory and Asset Management Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity Coordinate procurement and engagement of vendors for goods and services. Coordinate catering services for official functions within and outside the office location Follow-up with contractors to ensure proper service and maintenance of Generators, Photocopier, AC’s, etc are carried out in a timely fashion. Liaise with Security & Guards contractors to ensure an external supervisory visit on security guards is conducted periodically. Liaise with field offices on needs, issues, and activities upon which they are treated as they emanate. Provide and ensure logistics guidance for the delivery of items to field offices and facilities as the case may be. Supervise the Operations Assistant to ensure tagging and branding of MSH assets is conducted. Assist in procurement, clarifying specifications, analyzing quotations, and seeking approval, ensuring purchases are made according to approved specification, price, quantity, and quality inclusive. Liaise with Abuja office staff (IT, Finance, Operations, Transport & Logistics & technical) in sorting out identified needs as soon