Administrative and Logistics Officer- national position
Administrative and Logistics Officer- national position
Translators without Borders is a unique non-profit organization that helps humanitarian organizations communicate more effectively with vulnerable populations in the right languages. TWB created the first translation and language program specifically for crisis response and is now deploying that program in northeast Nigeria.
Contract length: 1 year, with the possibility of extension
Travel: some travel in northeast Nigeria
Application deadline: 15 January 2020
About Translators without Borders
Translators without Borders believes that everyone has the right to give and receive information in a language and format they understand. We work with nonprofit partners and a global community of language professionals to build local language translation capacity, and raise awareness of language barriers. Originally founded in 1993 in France (as Traducteurs sans Frontières), TWB translates millions of words of life-saving and life-changing information a year.
In northeast Nigeria, humanitarian organizations are working to support some 1.9 million internally displaced people (IDPs) and the communities hosting them. But language is a challenge: in this linguistically diverse part of the world, people forced from their homes don’t always speak the same language as the people around them. International aid organizations may lack the skills to communicate with everyone in their own mother tongue. They often also lack information about the language and communication needs of affected people.
TWB has been providing language services in northeast Nigeria for just over a year, building humanitarian capacity for communication in the right language and format. A lot needs to be done. TWB in Nigeria is rapidly scaling up its teams and programs to support responders’ efforts to communicate more effectively, with funding from DFID and ECHO and partnerships with key humanitarian responders like the Norwegian Refugee Council, the International Organization for Migration and the International Rescue Committee
We do not want one third of internally displaced people to lack information in their language. We do not want widespread communication gaps to compromise data quality. We do not want the too common reliance on written communication to exclude vulnerable groups.
So we innovate, we research, we bring unique expertise and approaches to:
- Provide evidence to inform communication strategies, as we have just done with our latest report on audio communication for example.
- Promote accountability through two-way communication in the right languages. TWB helps tailor community feedback mechanisms to the language and communication needs of the most vulnerable.
- Reduce confusion with multilingual terminology databases. TWB’s sectoral glossaries are available for free on a mobile web app with offline and audio capability.
- Train interpreters and field workers. Training in the basics of interpreting limits information loss and aids confidential, ethical support services. Language training for data collectors and program staff promotes data quality and program impact.
- Improve understanding with plain language, translation, and audio. Clear content in plain language using pictures and audio benefits the widest audience. We offer written and audio translations, and support pictorial messaging.
The Administration and Logistics Officer will be responsible for providing general management support to the TWB Nigeria program. This includes, but is not limited to administrative, logistics and procurement support.
- Set up the country’s paper filing system and ensure its effective implementation
- Provide general administrative support as required including preparing written documentation, filing, note taking, arranging meetings etc.
- Purchase, manage and control the storage and issue of office supplies, stocks, and other office materials
- Organize equipment as and when required, coordinate any necessary maintenance as tasked
- Arrange training bookings, manage attendance records, distribute pre and post training information and other services associated to training support
- Carry out administrative tasks associated with monitoring and evaluation
- Support the office IT functions, providing basic IT support to colleagues
- Ensure all paperwork related to personnel records and systems are properly filed and kept up to date
- Support the Operations Manager with recruitment administration advertisements, logging applications, coordinating interview arrangements and assisting with the new starter processes
- Assist the Operations Manager to ensure that TWB in Nigeria is well informed and works within legal requirements
- Accurately collate any other information as required to assist with payroll preparation
Logistics and Procurement
- Assist with the setup of an efficient logistics and procurement filing system, including asset management
- Support the team with procurement by completing administrative duties as directed including identifying suppliers, collecting quotations, preparing Purchase Request Forms and Local Purchase Orders, collecting goods, dispatching goods and organizing transportation where required
- Obtain quotes from local suppliers in an efficient and timely manner, and ensure that logistics procedures are followed at all times, adhering to TWB and donor procurement policies
- Maintain logistics records and file paperwork including asset register, purchase orders, waybills, asset register, receipts etc.
- Assist in managing travel and visas as required such as booking flights, amending flight reservations, booking hotels, arranging local permits, coordinating transport arrangements etc
In all the categories above, the post holder is expected to carry out any other duty as required
Reporting lines: The post holder will report to the Operations Manager.
Please note that these roles and responsibilities are approximate and may change over time.
- Previous experience in an administration role, ideally in a support services role for another INGO
- Previous experience of procurement including identifying suppliers, etc.
- Previous experience completing logistics paperwork and record keeping
- Excellent administrative skills including ability to use MS Word and Excel, e-mail and other computer packages
- Ability to speak either Hausa or Kanuri is essential
- Strong written and spoken English is essential
- Ability to demonstrate initiative, be proactive and offer a solution-oriented approach
- Determined and committed to high quality standards
- Ability to establish effective working relationships at all levels internally and externally
- Excellent communication and interpersonal skills
- Ability to prioritise work, meet deadlines and work calmly under pressure
- Self-motivated, flexible and enthusiastic approach to work
- Interest in and commitment to TWB’s humanitarian mandate
Translators without Borders employees and volunteers are made of people who believe passionately about the value of this work and take personal responsibility for achieving the mission. Translators without Borders’ mission and organizational spirit embody the core values established in its strategic framework:
Excellence: As the leading voice for communicating humanitarian information in the right language, Translators without Borders is a leader in the translation industry and in the non-profit sector.
Integrity: Translators without Borders believes that every person, whether it’s the people who we serve, our volunteers or our staff, has value, deserves respect and has inherent dignity.
Empowerment: Translators without Borders believes in using language to empower people around the world to control their own development and destiny.
Innovation: Translators without Borders recognizes and celebrates the power of innovation to address humanitarian and crisis issues around the world.
Sustainability: Translators without Borders recognizes that meeting our mission necessitates establishment and maintenance of a solid financial and organizational infrastructure.
Tolerance: Our staff and volunteers are highly knowledgeable and skilled; value each other, our partner and our recipients; create a supportive work environment; and, conduct themselves professionally at all times.
Translators without Borders is an equal-opportunity employer, committed to diversity and inclusion, and encourages qualified candidates of all genders and from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.