Procurement/Admin Associate at Widows and Orphans Empowerment Organization (WEWE)

Direct Reports: State Programme Manager, WEWE Executive Director

Key relationships

• Internally: WEWE Executive Director, WEWE Finance and Admin Director, State Programme Manager, Head, Internal Audit/Compliance, IT, Head, Logistics and Operations, Procurement Manager.
• Externally: Auditors; some interaction with local implementing partners and other stakeholders at the local level.

Purpose And Scope Of Work

• The Admin/Procurement Associate will assist in the administrative and procurement undertakings of the project under the supervision of State Programme Manager, to ensure that project’s secretariat as well as the State Offices run smoothly.
• The post will be based in the WEWE Abuja office (Project Secretariat) with occasional trips to the project sites, State offices (Niger and Kaduna).

Responsibilities
Admin /Procurement Portfolio:

• Proper management of office supplies, equipment and facilities.
• Collaborate with Hotel management and other vendors in the reservation of accommodation and provision of all required services at meetings and trainings.
• Managing the traveling, ticketing and itinerary requirements of the project staff and ensuring prompt resolutions of travel, supplies, lodging and transport issues.
• Immediate repairs of faulty equipment, furniture and appliances to avert further degeneration and ensure that they reach their expected life span or replaced if required.
• To administer procurement of goods and services and ensure that procurement processes are followed in line with project and donor rules and regulations.
• To provide general logistics functions for optimal service delivery to Abuja and State offices.
• To Maintain and support office operations and administration in Abuja Office in an efficient manner
• Coordinate and collaborate with the project drivers, security and cleaner to ensure that the standards of an enabling working environment is provided and maintained for staff to enable them discharge their duties.
• Disbursement, documentation and reporting of all petty cash transactions.
• Support finance offices with routine and delegable finance functions such as errands to banks, market surveys, collection of quotes and preparation of Quote Analysis/Justification, purchases, follow-up on vendors for collection of receipts and invoices from vendors on all transactions.
• Perform any other task as may be assigned.

Controls, Documentation and Reporting:

• Monitor and control expenses within allotted budget.
• Order and stock equipment and supplies when necessary in line with Project’s policies and processes
• Keep and maintain logs of store, stationery and consumables requests.
• Prepare period reports of admin activities in line with WEWE’s processes and procedures.

General responsibilities:

• Ensure high levels of transparency and accountability to both donors, to the project communities in line with WEWE’s vision to be the most financially compliant NGO in Nigeria.
• Observe with all WEWE and donor’s performance management standards and indicators.

Critical Competencies

• Strong skills in the following areas: project and people management skills; information management, research and reporting, administrative, networking and stakeholder engagement, negotiation and persuasion; planning and organising; problem analysis; verbal and written communication; and organisational learning and capacity development.
• The post-holder is expected to be results and data orientated; able to orient employees, be a team-player; pro-active and creative; culturally and gender sensitive; a good listener; committed to self-development; and able to make sound judgments under pressure.
• The post holder should have a knack for organising, multi-tasking and management, pay strong attention to details; possess good time management and must be analytical.

Job Requirement (Knowledge/Skills Competencies)
Qualifications:

• A Bachelor’s Degree/HND in Business Admin, Social Sciences or a related field.

Minimum Working Experience:

• 1 – 3 years’ experience working in the field.
• Fluent in English Language (Oral and Written)
• Ability to effectively manage a variety of internal and external relationships, including relationships with donors, staff and partners.
• Proven ability to manage team, with show leadership, and able to work independently.
• High degree of accountability and integrity.

Desirable Experience:

• Experience in working with international NGOs, local civil society organizations, government, bilateral and multilateral donors in a multi-cultural, politically sensitive environment is an advantage.
• Knowledge and understanding of Hausa Language is an added advantage.