Administrative and Procurement Officer

Position Number: 16:058 Division: Program Management Status: Local National Employee Job Responsibilities
Responsible for organization and procurement of office supplies and services and then identify what needs to be procured locally or via DC/HQ;
Apply IFES procurement policy Conduct and manage local procurement including requesting informal quotes, re-biding local contracts, preparing Purchase orders or other contractual mechanisms and ensuring proper back up documentations for procurement of goods and services is part of the procurement files;
Work with IFES-DC in communicating the need for DC-led procurement, including, but not limited to, sending MSRs/SOWs and participating in bid evaluations;
May assist in the organization and logistics for workshops, conferences and seminars;
Manage local vendors and IFES service providers – insurance, telephones, office lease, utilities, internet provider, office facilities etc.;
Organize and maintain a central filing system in both paper and electronic form;
Maintain a database of all IFES contacts, NGOs and other organizations;
Maintain office facilities and general office administration;
Disbursement and management of IFES – Nigeria phone credits;
Raise payment requests for vendor payments;
Create a procurement tracker sheet and update the tracker on regular basis for all IFES Nigeria procurements (local & DC)
Work with program team in the verification of items/services delivered against each purchase order/contract considering quality and quantity of material/services and providing program team with appropriate delivery note(s).
Report to CoP & DCoP in case of any discrepancies in delivery of material/services.
Conduct vendor and participant debarment checks and provide support documentation of debarment check to the program team members;
Supervise the security guards, gardener and the cleaner;
Other duties as assigned.
Qualifications
Minimum of a Bachelor’s degree is required
Minimum of 6 years’ experience.
Prior experience in procurement is required, with preference for experience working in procurement for international NGOs or international organizations
Prior experience in working on USAID funded-projects strongly preferred;
Prior experience working on other international donor funded projects which may include but not limited to the EU, DFID etc. desired;
Proficiency with Microsoft Office and Excel required;
Ability to follow procedures, meet deadlines and work independently and cooperatively;
Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are necessary;
Strong attention to detail;
Excellent interpersonal and negotiation skills;
Ability to detect problems and produce acceptable solutions.