Operations Officer (State) - Nigeria IHP at Palladium Group

Reports to:  Senior Operations Manager
Duration: 5 years

Project Overview and Role   

• IHP is an Integrated Health Program with an expanded effort with the Government of Nigeria (GON) to identify and support rapid scale-up of proven interventions through improvement of service delivery and strengthening of health systems.
• It will focus its support for service delivery in six intervention areas, family planning, malaria, routine immunization, nutrition, maternal/newborn health, and treatment of childhood pneumonia/diarrhea.
• The Operations Officer (State) will work from the Abuja Country Office and provide operations support to the state offices.
• The Operations Officer (State) reports to the Senior Operations Manager and is responsible for ensuring the smooth operations and logistics of the state program, including local and in-country travel, local vendor relationships, and event and meeting arrangements.

Responsibilities   
Procurement and Contracts Management:

• In consultation with the project team, explore market and collect price quotations from suppliers and vendors
• Collect necessary documents and information to process purchase orders, consultant agreements, letter agreements, subcontract/agreements and/or sub-grants
• Keep up-to-date electronic database, documentation of necessary information and deliverables in the files of each consultant agreement, sub-agreement, contract, grant, vendor, etc.

Office Administrations and Logistics:

• Maintain appropriate and updated filing system for all project documents including procurement documents (Due Diligence forms, biodatas, hosting checklists; competitive quotations); field vouchers, approved budgets and purchase orders); and workshop/activity payments; checks
• Assist in management of Field Office assets, premises, supplies, publications, facilities and logistic services as required
• Administer regular maintenance of all office space and equipment including necessary insurances in place and processing of claims in case of loss
• Serve as backup for administration of transportation for the office and staff for local and international travel
• Maintain HR-related files, including monthly updating of leave time accrued/taken, ensuring medical insurance for staff
• Maintain up-to-date record of all rent, service and utility contracts for the office and, administer prompt payment of rents, insurance, service and utility bills
• Assist in performing project close out activities
• Work with project team to calculate and submit cost share information, where applicable
• As necessary, assist in financial audit. Maintain accurate and up-to-date operational, personnel, and other records as required by corporate management and/or Nigerian law
• Work closely with Finance Officer for daily tasks and overall project management

Asset Management:

• Manage expendable property
• Perform receiving function, record and tag all items
• Issue supplies and stationery to staff
• All other duties and tasks as assigned

Requirements   

• Bachelor's Degree from a recognized academic institution in Business or related field or 4 years working in administration; MBA is an advantage
• Proven competency in planning, organizing, and implementing operational activities
• At least 4 years of administration experience with a good understanding of business operations and controls; experience with international organizations and USAID regulations an advantage
• Proficiency in MS Office applications
• Sound written and verbal communication skills in English
• Strong supervision skills to ensure activities, schedules and progress are reviewed and monitored
• Experience leading, mentoring, and motivating staff; a good understanding of performance management
• Demonstrates good judgment and decision making. A minimum of 2 years of people management experience, including setting performance objectives, managing for results, giving and receiving feedback, performance evaluation and mentoring and coaching
• A minimum of 2 years of work experience in a developing country or similar environment
• Project Management expertise
• Excellent written and verbal communication skills
• Financial acumen and the ability to interpret and analyze financial reports
• Sound problem solving and decision making skills
• Strong management skills with ability to mentor, coach, lead, develop and evaluate staff
• Ability to work with a low level of supervision and as a part of a team when required
• Demonstrated critical thinking, attention to detail, and organizational skills
• Demonstrated leadership skills including a high level of professional maturity is required