Required services: Consultancy to provide Logistics support to the Travel Unit (Admin) of Achieving Health Nigeria Initiative (AHNi).

Location: Abuja, Nigeria

Proposed dates: May – July 2023.

Commencement Date: May 15^th 2023.

Duration: 60 days.

Achieving Health Nigeria Initiative (AHNi) is a non-profit organization that promotes socio-economic development by supporting global health and economic initiatives in Nigeria. It was established as an affiliate of the Family Health International (FHI 360) to sustain FHI 360’s achievements in strengthening indigenous organizational capacity in Nigeria. AHNi has progressed into an allied organization to FHI 360 since 2019. AHNi was registered as an organization in Nigeria in 2009 with its headquarter in Abuja, and presence in the six geopolitical regions of Nigeria.  It aims to provide technical assistance to the government and people of Nigeria in the implementation of public health and development programs. AHNi implements projects in HIV/AIDS, tuberculosis, malaria, health systems strengthening, sexual and reproductive health/family planning and humanitarian projects for internally displaced persons (IDPs) and refugees in protection, health, and nutrition. AHNi also offers technical assistance and service delivery in integrated maternal, neonatal and child health (IMNCH), monitoring and evaluation (M&E), laboratory support, behavior change communication (BCC), policy and legislation, gender/key populations, public-private partnership (PPP), and grants management.

Background

In the travel unit of the administrative department, there is typically a high volume of administrative documents that need to be put together, review and processed. These documents can include processing Expense Authorization (EA) for management approval, booking hotel and flight tickets, preparing, and sending out Request for Quotation (RFQ) for upcoming events, coordinating all logistic support for meetings, training, and workshops, preparing Competitive Bid Analysis (CBA) for quotes received for upcoming events, process invoices for payments to vendors, assist in prequalification of vendors for AHNi HQ and field offices. Ensuring that all these tasks are accurately processed, A travel consultant is therefore needed to play this crucial role.

Description/Purpose of the Consultancy

The selected candidate will work closely with the travel unit and will be responsible for flight and hotel booking, processing EAs for management approval, sending out RFQs for upcoming events, coordinating all training, meetings and workshops, and processing payments to vendors.

Objectives of the consultancy:

This consultancy is required to minimize the turnaround time between the receipt of documents and to processing of these documents. The Travel Consultant will achieve this by taking up the task of carrying out this assignment instantly, reviewing using the updated checklist, communicating feedback immediately to get any issues resolved on time, and forwarding for approval those requiring management approval and processing those requiring other logistics support.

Consultancy Overview and Role

The services of the Travel Consultant will include the following:

1. Handling a high volume of flight and hotel reservations for staff, consultants, and Government officials.
2. Process all EAs for management approval.
3. Ensure all events are solicited for quotations on time via a request for Quotation (RFQ)
4. Assist in the provision of logistics support for workshops and training.
5. Ensure all invoices are processed for payment timely.
6. Maintains accurate and up-to-date SLA tracker.

Specific deliverables:

Based on the activities listed above, the Consultants are expected to produce or accomplish the following:

1. Instant review of Expense Authorization (EA) using checklists, and forward to management for approval.
2. Review invoices for payments using checklists, policies, and donor guidelines to verify accuracy.
3. Reviewing flight costs to ensure tickets are not above the budgeted cost and prompt. communication of feedback to requesting staff and members of the unit.
4. Book and make hotel and flight reservations and communicate with the requesting staff.
5. Submit a monthly report of the consultancy assignment to AHNI.

Qualifications

Qualification:

• A bachelor’s degree with 6 months – 2 years of travel and administrative experience will be preferable for this role. However, post-secondary education in business administration or a related field may be an asset.
• Knowledge of basic travel principles is a requirement.
• Proficiency in relevant computer applications such as Microsoft Office, database management, and Excel may be required.

Experience:

• Previous experience in a similar role in travel or administration may be an asset.
• Experience with document management and travel-related functions.
• Excellent organizational skills and attention to detail are essential.
• Effective communication skills and the ability to work collaboratively with other members of the department are necessary.
• Experience working in an NGO or non-profit environment may be an asset.

Competencies:

• Overall, the key to success in this role is a combination of relevant qualifications, experience, and strong organizational and communication skills.

Method of Application

Interested and Qualified candidates should send in their Curriculum Vitae to the AHNi website gf_advert@ahnigeria.org.

The deadline for submission of the application is May 12, 2023.