Travel and Logistics Assistant Job at Palladium Group

Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.

Travel and Logistics Assistant Job Summary

Project Overview and Role

• Data.FI is a five-year global project funded by the U.S. Agency for International Development (USAID) to support the HIV and COVID-19 response. Data.FI partners with programs to accelerate and sustain access to high-quality data to expedite HIV and COVID-19 epidemic control and maintenance.
• By improving global, regional, national, and community/local in-depth analyses of HIV and COVID-19 epidemiologic and programmatic data, Data.FI expedites program achievements to improve client services and attain and sustain control of the epidemics.
• Data.FI supports host country governments to enhance existing health information systems (HIS), informing management responses to gaps in programming and sustaining impact by supporting local partner transition. 

Purpose of Position 

• Palladium is seeking to employ a Travel and Logistics assistant who will assist with all logistical tasks (transportation, air tickets and accommodation) related to staff movement ranging from in-country field trips to international visitors and ensure that Palladium Data.FI fleet and hired vehicles are managed in effective and cost-efficient manner.
• The Travel and Logistics assistant provides day-to-day support on project logistical needs which includes but not limited to the processes of ensuring coordinated movement of staff, transport of procured goods and supporting the Finance & Admin Officer with managing travel related vendor expenses.
• The Travel and Logistics assistant will report to the Finance & Admin Officer. This is full-time position with a contract for 1 year, renewable subject to availability of funding.

Primary Duties and Responsibilities

• Under the supervision of the Finance & Admin Officer, assist in coordinating project teams’ travel requirements with vendors, travel agencies, car rental companies and hotels.
• Update all travel requests on Palladium Journey Management and report on their approval to the Line Manager.
• Arrange airport pick-up and drop off for Local and International staff and consultants, ensuring the traveler has contact details for the driver who will pick them up, and international staff are given a working local phone, pre-loaded with key emergency contact numbers on arrival.
• Support the Finance & Admin Officer with managing vehicle movement in Abuja Office by coordinating vehicle movements based on the work schedule of the Abuja based team and visiting team members to ensure all transport provisions required are efficient and effectively organized.
• Support the Finance & Admin Officer by preparing support documentation to facilitate timely processing and payment of all vendor travel invoices, i.e. car hire, flight tickets and hotel invoices.
• Assist the Finance & Admin Officer to manage office vehicles and provide oversight on vehicle logs and maintenance as applicable.
• Ensure the proper record keeping for petrol, diesel and other vehicle consumables and reporting periodically especially before replenishment. 
• Assist in the maintenance of office supplies and replenishment.
• Support the Finance & Admin Officer with tagging assets and updating the inventory records.
• Any other duties may be assigned.

Required Qualifications

• Bachelor’s Degree in the Arts, Administration or a Social Science course.
• 1.5-2 years of prior work experience (+1 year of generalized work experience and including at least at least  6 months of specific experience relative to the position required). 
• Knowledge of USG procurement rules and regulations.
• Ability to multi-task in a fast-paced environment.
• Excellent communication and interpersonal skills.
• Excellent record keeping and documentation skills.
• Proficiency with MS Office Suite including Excel and Word
• Advanced knowledge of Spoken and Written English required.
• Strong organizational and multitasking skills.
• Detail-oriented with a focus on accuracy.