Description of the position

The Logistics and Security Support Officer will report hierarchically to the Support Functions Manager (SFM). They will work in close collaboration with all project teams of the Expertise France office in Abuja and provide support on logistical, administrative, and security matters, in close coordination with the support teams, including the Administrative and Financial Manager (AFM).

Missions

The Logistics and Security Support Officer is responsible for facilitating the installation and operational setup of the Expertise France project teams in Abuja, through the following main missions:

1) Administrative and logistical support

Assist the Support Functions Manager with the following tasks:

·       Support the setup of the offices for the Expertise France project teams in Abuja (purchase of furniture, IT, networks, telecommunications, etc.);

·       Ensure the management, maintenance, and repair of office installations and furniture in collaboration with property managers:

-          Technical installations (electricity, air conditioning, plumbing, doors, etc.)

-          Furniture, assets, and equipment (inventory, coding, depreciation, etc.);

-          Safety equipment (fire extinguishers, etc.);

·       Assist expatriate teams with administrative procedures (registration with national authorities, obtaining visas/work permits, etc.);

·       Represent Expertise France to local administrations for the submission, follow-up, and acquisition of administrative documents required for operations (project agreements, import authorizations, country registrations, MoUs with local partners, travel permits, etc.);

·       Prepare logistics for the arrival and departure of new staff and experts (setting up offices, IT and telephone equipment, etc.);

·       Ensure the proper functioning of IT and telecommunication equipment made available to the project teams;

·       Supervise the organisation and logistical follow-up of missions (national and international) for Expertise France experts and staff;

·       Supervise the organisation and logistical follow-up of project events (steering committees, seminars, meetings, training sessions, etc.);

·       Ensure compliance with existing procedures for the EF office in Abuja;

·       Ensure the physical and digital archiving of documents within their area of responsibility;

·       Analyse logistical risks and formulate recommendations.

2) Procurement and supply management

Assist the Administrative and Financial Manager (AFM) with the following tasks:

• Procure vehicles in compliance with headquarter’s procurement procedures and donor procurement guidelines;
• Contribute to establishing the procurement plan for projects;
• Ensure the tracking of office and project assets: updating and monitoring asset files with the procurement service and project teams, organising quarterly inventories, etc.;
• Organise and supervise the delivery of items/goods purchased for projects: reception and inspection, delivery to implementation sites, etc.;
• Manage the stock of consumables for the EF office in Abuja: entry/exit forms, update of monitoring tools and periodic inventories, identification of consumable needs, etc.;
• Analyse local markets (collect data on the market and local suppliers) and set up a supplier database;
• Capitalise on import procedures (customs clearance, etc.).

3) Contribution to the implementation of the security framework

Support the Support Functions Manager with :

• Defining a security plan and implementing procedures (travel, evacuation plan, etc.);
• Conducting security monitoring of the country to inform the development and updating of security guidelines;
• Establishing an effective network with local actors on context and security matters;
• Collecting and analyzing information and sharing it with the Support Functions Manager to support risk and context analysis;
• Briefing and training Expertise France teams (employees and experts/service providers, national and international) on security rules;
• Participating in security meetings organised in Abuja;
• Supporting the implementation of measures necessary to ensure staff security;
• Ensuring that everyone present in Abuja under the Expertise France projects has the information and resources required to comply with security instructions;
• Ensuring compliance with security measures by the EF office through monitoring, maintenance, and adaptation of buildings, vehicles, and communication systems as needed;
• Recruiting and training drivers;
• Implementing procedures/tools for vehicle monitoring and control (logbooks, fuel consumption tracking, insurance, maintenance, etc.).

This list is not exhaustive, and the tasks and activities mentioned are not restrictive.