Admin & Logistics Officer, Digital Gender Norms

Position Summary

The Admin & Logistics Officer will be responsible for providing operational, administrative, and logistical support to ensure the smooth implementation of the Digital Gender Norms project, supported by BBC Media Action. The role will manage procurement, inventory, event logistics, and travel & accommodation arrangements, while also ensuring compliance with JAAGO Foundation Trust’s policies and donor requirements. The Admin & Logistics Officer will work closely with the project team to ensure efficient resource management and timely support for all divisional and central project activities.

Job Responsibilities

1. Administration & Office Support

• Provide comprehensive day-to-day administrative support to the project team, ensuring smooth operations at both central and divisional levels.
• Maintain an effective filing system (both digital and hard copy) for correspondence, project documents, contracts, and official records.
• Draft, review, and prepare official letters, memos, meeting minutes, and other administrative documentation with accuracy and professionalism.
• Ensure compliance with JAAGO Foundation Trusts’s organizational policies, donor requirements, and relevant legal guidelines in all administrative tasks.

2. Procurement & Inventory Management

• Assist in planning, sourcing, and procuring goods and services in line with JAAGO Foundation Trust and donor procurement policies.
• Collect quotations from vendors, prepare comparative statements, and assist in negotiation to ensure cost-effectiveness and quality assurance.
• Process purchase orders and contracts, ensuring approvals and documentation are in place.
• Maintain accurate and up-to-date records of all office supplies, equipment, and project-related training materials.
• Monitor stock levels and ensure timely replenishment of supplies to avoid disruptions.
• Regularly update and reconcile the inventory and asset register, ensuring physical verification and accountability for all assets.

3. Event & Training Logistics

• Coordinate all logistical aspects of project events, including divisional-level workshops, training sessions, and community outreach programs.
• Manage venue selection, booking, and arrangements for training halls, accommodation, and catering services.
• Ensure that all necessary materials, equipment, and supplies (such as training kits, stationery, digital equipment) are prepared and delivered on time.
• Work closely with divisional teams to guarantee smooth execution of field-level activities, including participant mobilization and logistical readiness.
• Liaise with vendors, service providers, and training partners to ensure timely, high-quality service delivery.
• Anticipate and resolve logistical challenges before and during events to maintain smooth implementation.

4. Travel & Transport Management

• Arrange travel logistics for project staff, trainers, and participants, including ticketing, transportation, and accommodation.
• Ensure compliance with JAAGO’s travel policies when processing requests, approvals, and reimbursements.
• Prepare and process travel advances, ensuring proper documentation, settlement, and timely submission of expense reports.
• Maintain detailed records of travel and transportation usage, including vehicle logs, mileage, and driver coordination where applicable.
• Ensure safety, efficiency, and cost-effectiveness in all transport arrangements.

5. Financial & Reporting Support

• Assist in preparing and processing bills, vouchers, and petty cash expenditures related to admin and logistics functions.
• Maintain organized financial documentation, including receipts, invoices, and vendor contracts, for audit readiness.
• Support the finance team by reconciling logistical expenses against budgets and reporting variances where applicable.
• Contribute to project reporting by providing timely updates, summaries of admin and logistics activities, and documentation of resource utilization.
• Ensure transparency, accountability, and compliance in all financial transactions related to administration and logistics.

6. Coordination & Compliance

• Work closely with Divisional Coordinators and field teams to provide timely logistics support for project implementation.
• Ensure donor and organizational compliance in procurement, logistics, and administrative processes, maintaining audit-ready records at all times.
• Act as a focal point for vendor management, ensuring service providers meet agreed standards and contractual obligations.
• Support internal and external audits by preparing and submitting required documentation.
• Promote a culture of accountability, integrity, and efficiency in resource and logistics management.

7. Risk Mitigation and Incident Management

• Monitor fellow wellbeing and group dynamics, identifying early signs of stress, disengagement, or conflict.
• Proactively mitigate risks related to program continuity, including logistic delays, natural disruptions, or online security concerns.
• Act as the first responder for managing sensitive incidents such as participant distress, interpersonal conflict, or violations of community standards.

8. Safeguarding and Referral Coordination

• Ensure all fellows and stakeholders are aware of and adhere to the program’s safeguarding policies.
• Work in coordination with safeguarding officers, counselors, and relevant authorities in cases of any reported incidents.
• Maintain confidentiality and ethical standards while supporting appropriate and timely resolutions.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, Accounting, or a related discipline.
• Diploma or certification in Procurement & Logistics will be an added advantage.
• 2–3 years of relevant experience in administration, procurement, or logistics support.
• Experience working in NGO/development sector projects preferred.
• Familiarity with donor-funded project requirements is an advantage.

Skills & Compitencies

• Strong organizational and multitasking skills.
• Excellent communication and coordination abilities.
• Proficiency in Google Workspace.
• Ability to handle procurement and logistics documentation accurately.
• High integrity, accountability, and attention to detail.
• Conflict resolution and mediation skills.

JAAGO is an equal employment and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, gender, national or ethnic origin, age, marital status, disability, veteran status or any other status or characteristic protected under applicable law.

JAAGO is also committed to safeguarding the safety, dignity and well-being of children, young people and other vulnerable groups. All applicants must share this commitment, will be required to adhere to JAAGO’s Safeguarding Policy and Code of Conduct if appointed, and may be subject to pre-employment reference and background checks and mandatory safeguarding training.