Camp Coordinator

Duties

• Coordinate travel
• Single point of Contact for any related travel issues
• Meet and greet visitors
• Introduce visitors to the field staff, issue site communication telephone numbers, and email addresses
• Maintain site PPE inventory for permanent staff and visitors
• Participate in emergency response plans, drills, and events
• Manage the issuance of office equipment and supplies to employees and hatted contractors manage personnel logistics and the Materials Management process
• Coordinate and book rooms
• Coordinate and book charter flights
• Track approvals and arrival/departure dates
• Coordinate with charter ground staff in no less than 24 hours prior to a flight to cross-check all arrivals and/or departures as per the POB tracker
• Maintain a log of all people by room number and interface with Site Security for accountability in case emergency notification is required
• Inspect all rooms prior to the arrival of visitors to verify their cleanness, the condition of the bedding, and to confirm the functionality of the A/C system and water heater
• Document visitor mobile telephone numbers and email addresses
• Coordinate vehicles to pick-up/drop-off travelers at the airport
• Escort visitors for safety induction
• Assist with collecting/returning room access badges
• Implementation of Safety Systems (PSMS) as appropriate
• Verify all personnel and app is properly working
• Verify that each visitor is equipped with the proper PPE
• Issue PPE to visitors in need, then collect the PPE from visitors upon their departure
• Ensure each room within the camp is equipped with insect repellent and insect spray
• Track the issuance of all items, and maintain a min/max log to facilitate timely reorders
• Order office supplies for personnel
• Ensure that travel requests submitted are actioned without delay
• Maintain open and frequent communication to ensure travel requests are processed timely and remain constraint free
• Participate in planning and prioritization meetings with the project team
• Demonstrate Logistics and Materials Management expertise when interfacing with Contractor Logistics and Materials Management personnel
• Interface with other Logistics Coordinators, Leads, Advisors and project planning teams to understand and resolve logistics issues
• General knowledge of local and national environmental and regulatory requirements
• Demonstrate an understanding of local transport and in-country logistics capabilities and capacities
• Monitor KPIs, and coordinate progress reporting
• Strong understanding of the capabilities and limitations of Logistics Contractors
• Support the process to pre-qualify, approve, and reevaluate Logistics Contractors
• Interface with the Logistics Advisor and Construction to keep them informed of the qualifications and capabilities of relevant Contractors
• Interface with Contractors to ensure safety, quality, availability, and reliability of logistics execution
• Verify that the delivery documentation is complete, consistent and adequate and in accordance with the PO terms
• Ensure that the EPC complies with the PO and that each item delivered to the storage facility is adequately marked for easy traceability
• Reports all Overage, Shortage and Damaged (OS&D) of the received materials to the PMT
• Create a file and maintain adequate records of each major transaction/shipment/PO
• Collaborating with the Engineering, Procurement and Construction (EPC) contractors Logistics and Materials Management organization
• Collaborating fully with Contractors on all logistics aspects to create a positive working environment and achieve project logistics expectations
• Find aligned solutions within a challenging environment
• Continually assess the effectiveness of logistics programs then propose adjustments to ensure continuous improvement and attainment of desired results.
• Advise on trend analysis to focus on targeted continuous improvement opportunities

Requisites

• Senior high school graduate or college education with sound results in Mathematics, Business Management, Hospitality Management, Computer courses, and English
• 5 years working experience in an administrative, coordination, or management role
• Experience in logistics planning and execution, construction, safety, and procurement
• General computer knowledge with intermediate skills in Microsoft Word, Excel, Outlook, and PowerPoint required
• Experience in setting up and implementing new procedures, work practices or systems
• Capability to effectively organize work groups and interact with a diverse range of stakeholders, including managers, clients, customers, and the public
• Good interpersonal / team skills, able to foster responsibility within individuals
• Able to work independently
• Ability to handle multiple priorities and stakeholders
• Strong administrative skills. Prepare reports, meetings, agendas and correspondence
• Must be able to handle stress due to short deadlines, and priority fluctuations

Notes

• Only shortlisted applicants will be contacted