Field Admin and Logistics Assistant

Lindii Peace Foundation Field Admin and Logistics Assistant

Location: Maiduguri, Borno

Employment Type: Full-time

About the Role

• Lindii Peace Foundation (LPF) is seeking a reliable, organized and proactive Field Administration and Logistics Assistant to provide administrative, logistical and operational support to the organization's field activities.
• The successful candidate will support the day-to-day running of the field base, including office administration, transportation coordination, inventory and asset management, supplies monitoring, facility maintenance and general logistics support. The position will work closely with the field team, Programme, Finance, Procurement and Administration units to ensure that operational needs are addressed promptly and in accordance with organizational policies and procedures.
• The post holder will help maintain an organized, safe and functional working environment, ensure proper documentation of administrative and logistics activities, and support the efficient use and accountability of organizational resources.
• This position requires a hands-on individual with good organizational skills, attention to detail, integrity and the ability to manage multiple tasks in a busy humanitarian and development environment.

Key Responsibilities

Field Base Administration:

• Support the day-to-day administrative operations of the field base to ensure an organized, functional and professional working environment.
• Ensure that office facilities, furniture, equipment and other administrative resources are properly maintained and available for use.
• Maintain administrative files, registers, correspondence and other relevant records in an orderly and accessible manner.
• Monitor the availability of office supplies and consumables and initiate replenishment requests through established procedures.
• Support the coordination of meetings, workshops, training sessions and other field-based activities, including venue preparation and the availability of required materials.
• Assist with the preparation, printing, photocopying, scanning and filing of administrative documents when required.
• Monitor the cleanliness, functionality and general condition of the field office and coordinate maintenance requests as necessary.
• Support the management of office utilities and services, including electricity, water, internet connectivity and other essential operational requirements.
• Receive visitors and provide appropriate administrative assistance in line with organizational procedures.
• Report administrative challenges, facility defects and operational requirements to the designated supervisor promptly.

Logistics and Operational Support:

• Provide day-to-day logistics support for field activities, including the movement of personnel, supplies, equipment and programme materials.
• Coordinate approved transportation arrangements for staff, supplies and equipment in collaboration with the relevant teams.
• Assist with the preparation and follow-up of logistics requests to ensure that approved operational needs are addressed on time.
• Support the receipt, handling, storage and distribution of supplies and equipment delivered to the field base.
• Ensure that goods received and issued are properly documented using the appropriate delivery notes, goods received notes, goods issued notes or other approved records.
• Follow up on pending logistics requests and communicate anticipated delays or constraints to the supervisor.
• Support logistics arrangements for field visits, programme activities, meetings, assessments and distributions.
• Coordinate with the Procurement and Administration teams regarding the delivery of approved goods and services to the field base.
• Ensure that logistics activities are properly documented and carried out in accordance with organizational procedures.
• Identify logistical challenges and recommend practical solutions to improve operational efficiency.

Fleet and Transportation Support:

• Support the coordination and scheduling of organizational vehicles for approved field movements and operational activities.
• Maintain accurate vehicle movement records, trip authorization forms, mileage records and logbooks as required.
• Assist with monitoring fuel usage and maintaining fuel records for vehicles assigned to the field base.
• Report vehicle breakdowns, maintenance needs, accidents or other vehicle-related incidents promptly to the designated supervisor.
• Follow up on vehicle servicing, repairs and routine maintenance requests to support vehicle availability and safety.
• Ensure that vehicle movements are documented and comply with organizational authorization and security procedures.
• Support drivers in maintaining required vehicle documentation and ensuring that vehicles are kept clean and in good working condition.
• Assist in coordinating transportation for approved movement of staff, supplies and equipment to designated locations.
• Report unusual fuel consumption, vehicle misuse or discrepancies in fleet documentation through established channels.

Inventory and Asset Management:

• Maintain updated records of office supplies, equipment, furniture and other assets assigned to the field base.
• Assist with the receipt, inspection, recording, storage and issuance of supplies and equipment.
• Update stock cards, inventory registers and other approved tracking tools whenever items are received, issued or transferred.
• Conduct periodic physical stock counts and assist with reconciling physical balances against recorded quantities.
• Monitor stock levels and inform the supervisor when essential supplies are running low or require replenishment.
• Ensure that organizational assets are properly tagged, stored, safeguarded and used only for authorized purposes.
• Maintain records of assets assigned to staff and support asset handovers, transfers and returns when required.
• Report missing, damaged, expired or unserviceable items promptly for appropriate action.
• Assist with periodic asset verification and maintain supporting documentation for internal checks and audits.
• Ensure that all asset and inventory movements are properly authorized and documented.

Procurement and Supplies Support:

• Support the identification and consolidation of routine administrative and logistics requirements from the field base.
• Prepare and submit approved supply and logistics requests through the established procurement process.
• Follow up with the Procurement team on pending requests and delivery schedules.
• Assist in verifying delivered items against approved requests, purchase orders and delivery documentation.
• Report shortages, damaged items, incorrect deliveries or other discrepancies to the appropriate personnel.
• Support the collection and organization of quotations or supplier documentation when specifically assigned and permitted under procurement procedures.
• Ensure that supplies received are recorded accurately and stored appropriately.
• Maintain records of supply requests, deliveries and outstanding requirements to support planning and accountability.
• Comply with organizational procurement procedures and avoid unauthorized purchases or commitments on behalf of LPF.

Facility Maintenance and Utilities:

• Monitor the general condition of field office facilities, including furniture, fittings, electrical installations, water supply and other essential infrastructure.
• Report maintenance requirements, equipment faults and facility-related risks to the designated supervisor.
• Coordinate approved maintenance activities with relevant service providers and the Administration team.
• Monitor the availability of essential utilities and report interruptions that may affect field operations.
• Support the responsible use of electricity, water, internet services and other organizational resources.
• Maintain records of facility maintenance requests and follow up on outstanding issues.
• Ensure that office spaces, storage areas and common facilities remain orderly and suitable for staff use.
• Support the implementation of basic workplace safety, fire prevention and facility security measures.

Documentation and Reporting:

• Maintain accurate and up-to-date administrative and logistics records for the field base.
• Prepare routine reports on office supp