Location: Abuja (with occasional travel to field locations)

Duration: Up to 3 months with possibility for extension

Contract Type: Consultancy

Reports to: National Team Lead

Background

This DDR project aims to support the harmonization of national policy, strategy, and operational frameworks for disarmament, demobilization, and reintegration, in alignment with international standards. The project's success relies on seamless administrative processes and efficient logistical coordination to support high-level engagements, consultations, capacity-building activities, and multi-stakeholder events across the country.

To support this, the project requires a proactive and well-organized Administration and Logistics Assistant to ensure effective back-office support, smooth field operations, and efficient resource coordination.

Purpose of the Assignment

The Administration and Logistics Assistant will support the day-to-day administrative operations and logistical functions of the project. The role will be crucial in ensuring timely procurement and delivery of services, proper documentation, smooth travel arrangements, and consistent support to field and technical teams.

Key Responsibilities

Administrative Support


Maintain organized project files (physical and electronic), ensuring proper documentation and tracking.
Support scheduling and coordination of internal and external meetings, including preparation of agendas, printing of materials, and hospitality arrangements.
Assist in processing administrative forms such as travel authorizations, payment requests, and petty cash reconciliations.
Track staff attendance, leave, and ensure team calendars are up to date.
Liaise with service providers and ensure administrative compliance with procurement procedures.


Logistics and Operations


Provide logistical support for project activities including workshops, community dialogues, field missions, and trainings.
Coordinate venue bookings, transport arrangements, accommodation, and catering for meetings and events.
Support in organizing travel itineraries, tickets, and visas for staff, consultants, and participants.
Ensure timely delivery and distribution of project materials and supplies to field sites.
Maintain an inventory register of office equipment and supplies and track usage.


Procurement and Asset Management Support


Assist in obtaining quotations and supporting the procurement process in line with project and donor guidelines.
Maintain records of service providers, contracts, and vendor contacts.
Support asset tagging and ensure that all assets are properly accounted for and maintained.
Follow up on service delivery, payments, and vendor satisfaction where applicable.


Key Deliverables




Deliverable
Description




Administrative File System
Up-to-date and well-organized filing system


Logistics Tracker
Tracking tool for all logistical arrangements and movements


Event/Activity Logistics Plans
Detailed plans for each project event


Travel and Accommodation Logs
Accurate and timely documentation of travel arrangements


Procurement and Asset Records
Updated records of purchases and asset inventory




Qualifications and Experience

Education


Bachelor’s degree or HND in Business Administration, Management, Logistics, or a related field.


Experience


Minimum 2–3 years of experience in administrative or logistics roles, preferably in an NGO, peacebuilding, humanitarian or development context.
Familiarity with donor compliance requirements and procurement processes.
Previous experience in supporting events, travel logistics, and vendor coordination.


Skills and Competencies


Strong organizational and multitasking abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Attention to detail and commitment to accuracy.
Good communication skills, both written and oral.
High level of integrity, accountability, and professionalism.
Ability to work under pressure and manage competing priorities.


Working Arrangements

The Administration and Logistics Assistant will report directly to the Project Manager and work closely with the Finance and Admin Officer, Procurement Officer, and other team members to ensure smooth administrative and logistical support for all project activities.