Logistics Specialist/ Office Manager at CAMRIS International

Overview

• The Logistics Specialist/Office Manager (LS) will support the entire principal, field, or satellite office-based team to carry out procurement for both CAMRIS’ operations. 
• The LS will also with procure goods and services and deliver these in a timely manner to ensure smooth running of program activities. 
• The LS is responsible for ensuring transparency throughout the procurement process, maintaining the complete documentation and filing system for all procurements including quotations/proposals, evaluations of quotations/proposals, negotiation memorandums, award documents, correspondence with vendors, and activity inventory as required by CAMRIS policies and procedures and USAID regulations. The LS is responsible for updating the operations inventory as required by CAMRIS policies and procedures and USAID regulations. 
• The LS will also play a key role in managing CAMRIS’ fleet of vehicles.  Extensive and frequent travel throughout the northeast is expected and required. 
• The LS is required to comply with CAMRIS’ policies and procedures and USAID’s Automated Directives System (ADS), and Acquisition Regulation (AIDAR), the US government’s Federal Acquisition Regulation (FAR), and the regulations which apply to NLCB operations, activities, and awards.

Responsibilities

• Become familiar and comply with all approved CAMRIS procedures and manuals (e.g., Operations Manual, Activity Management Guide; Activity Cycle Flowchart; Field Procurement Guide).
• Manage the office’s vehicle fleet.
• Ensure vehicles are maintained per warranty requirements and schedule repairs as needed.
• Track fuel consumption and mileage of all vehicles and cross-check in the online fuel card system.
• Support the PSCM and SOM/DCOP to develop, update, and keep CAMRIS’ cloud-based operations inventory updated for the office.
• Any other duties and tasks as needed and assigned.
• Supports transportation needs of CAMRIS and USAID/OTI staff including after-work hours calls to facilitate communication and provide directions to other drivers in local languages.
• Support the SOM/DCOP and Procurement & Subcontracts Manager to control and record all operations non-expendable property, identify and list all property and equipment and monitor for condition and functionality.
• Support the PSCM and SOM/DCOP to maintain and update cloud-based documentation and archiving system.
• Support the PSCM and SOM/DCOP to develop a database of vendors.
• Manage and report on the supplies of office supplies (cleaning products, tea, coffee, sugar, etc.).
• Initiate and manage small repairs to the office ensuring the upkeep of the office compound.
• Support and manage vehicle and generator refueling and support the PSCM and SOM/DCOP in calculating fuel consumption to prevent theft or misuse.
• Supervise the vehicle fleet, maintenance of vehicles, and track fuel following CAMRIS fuel tracking and management system.
• Schedule vehicle movements as requested by CAMRIS staff.
• Supervise office-based drivers, and monitor their allocation.
• Inspect vehicles with drivers to ensure they appear to be in good running condition and are equipped with the tools required.
• Keep abreast of road conditions across Nigeria and provide guidance safe driving and travel routes for drivers and passengers.
• Ensure that staff travelling outside of and between main cities are equipped with functioning and charged satellite phones.
• Coordinate internal air travel with UNHAS and private airline companies for personnel and cargo.
• Coordinate advance payment for UNHAS flights.
• Dispatch drivers to the airport with a copy of the traveler’s name and flight itinerary and a sign with the name of the traveler and CAMRIS logo, if appropriate.
• Provide information on costs, sources and availability of goods and services to support the smooth running of the office.
• Provide advice and guidance on procurement mechanisms, delivery time, etc.
• Determine the most reasonable and expeditious process for procurement in compliance with CAMRIS policies and procedures and USAID regulations.
• Document procurement process from solicitation through award following CAMRIS policies and procedures and USAID regulations.
• Obtain quotations/proposals for activity-related goods and services, prepare and analyze offers and as required per procurement value threshold convene procurement committee meetings, as nonvoting member, to evaluate and select successful vendor, and complete the procurement process in accordance with CAMRIS policies and procedures and USAID regulations.
• Maintain confidentiality throughout the procurement evaluation process.
• Prepare requests for quotations/proposals (RFQ/RFP), negotiate with vendors, analyze offers, and recommend vendors for award.
• Disseminate RFQ/RFP for goods or services directly to potential vendors and/or via announcements on local radio stations, public notice boards, and the NLCB website to ensure transparency in the procurement process.
• Convene and participate in evaluation committees, as nonvoting member, reviewing quotations/proposals submitted by vendors, according to the terms included in the solicitation.
• Compare the actual costs received from vendors with approved purchase requisitions.
• Immediately report to Activity Management Team (AMT) when variances in the cost of quotations/proposals received and the amounts included in approved purchase requisitions or activity budgets could result in the expenditure on the activity exceeding the approved total activity budget by 10% or $10,000.
• In conjunction with PSCM or SOM/DCOP review that per CAMRIS’ policies and procedures and USAID regulations, all goods and services to be procured are allowable, allocable and reasonable.
• Conduct vendor pre-qualification and vetting process.
• Request and review tax registration for all suppliers of goods and services.
• Draft all required procurement forms, including Purchase Orders, Short Term Technical Assistance Agreements, Subcontracts for the procurement of materials, goods and services and approval following CAMRIS’ delegation of authority thresholds.
• Ensure adequate competition to allow best-value or lowest cost determination in vendor selection documents.
• Ensure procurements meet both quality and delivery requirements of CAMRIS’ operations and are handled in a transparent manner.
• Conduct analysis of the availability and costs of goods and services available in local markets across Nigeria.
• Work with vendors of goods and services to ensure quality meets expectations and requirements.
• Receive goods from vendors or ensure that goods are delivered directly to grantee and/or beneficiaries, as appropriate.
• Coordinate the logistics for the delivery of goods and services and ensure to obtain confirmation of goods and services delivery by SOM/DCOP, RPM, or PSTOC.
• Coordinate transportation, permits, authorizations, insurance, loading and unloading of goods/materials, and financial allocation of related expenses under grants.
• Establish hard copy and electronic files of on-going procurements for tracking purposes and ensure completed procurement files are archived in Abuja monthly.
• Ensure procurement files comply with CAMRIS’ policies and procedures and document checklist according to the value of the procurement, required documents may include: quotation/proposal, evaluation, award documents (purchase order, subcontract, consulting agreement) and correspondence with vendor for all procurements.
• Ensure that the procurement processes strictly follow CAMRIS’ policies and procedures and USAID regulations.
• Maintain confidentiality throughout the procurement and vendor selection process.
• Assist the FHRM, FHRO, or PSTOC to produce a monthly report on the field office operations.
• Verify that deliveries are complete and made in a timely manner.
• Collaborate with the finance department to ensure that payments have been made for all completed procurements, in accordance with the procurement plan and disbursement timeline.
• Track deliverables for all firm fixed-price subcontracts.
• Inform SOM/DCOP, PSCM, or PSTOC when differences of actual costs for goods and services exceed the amounts budgeted.
• Process payment requests for operations expenses, in coordination with the FHRM, FHRO, or FHRS. All procurement and payment requests must include approval by the SOM/DCOP, RPM, or PSTOC.
• Submit approved payment requests to the Finance staff for processing.
• In coordination with the SOM/DCOP, PSCM, or PSTOC, verify that requests for payment for goods and services procured do not exceed approved budget and/or amount of funding available.
• Support the SOM/DCOP, PSCM, PSTOC, and FHRM to provide projection of operations-related expenses.
• Any other duties and tasks as needed and assigned.

Qualifications
Required Skills & Experience:

• Four-year university degree in business, procurement & supply chain management, or a related field.
• Minimum of three (3) years of work experience.
• Two (2) years’ specific experience supporting procurement of goods and services, preferably with USAID- or donor- funded programs.
• Willingness and ability to develop in-depth understanding of USAID’s ADS, AIDAR, and the FAR, and the regulations which apply to NLCB activities and awards.
• Strong knowledge of donor procurement rules and regulations.
• Demonstrated ability to solve challenging and complicated logistical issues.
• Experience with budgeting and cost analysis.
• Strong ability to use and develop management and tracking systems.
• Willingness and ability to travel throughout northeastern Nigeria.
• Strong communication and interpersonal skills.
• Demonstrated experience in community participation/engagement-type projects and violence prevention.
• In-depth knowledge of northeastern Nigeria and the NLCB program’s target states and communities.
• Ability to identify local vendors.
• Ability to work under pressure, efficiently handle multiple tasks, quickly find creative solutions to problems and challenges that arise, and manage stress and time in a fast-paced work and fluid operating environment.
• Proficient with Microsoft Office software: MS Word, Excel, PowerPoint, Outlook, etc.
• Excellent record keeping and documentation skills.
• Prior experience working in northeastern Nigeria and/or a conflict environment.
• Written and spoken fluency in English.
• Fluency in one or more of the local languages used in northeastern Nigeria (Hausa, Kanuri, and Fulfulde, etc.).
• Ability to work both independently and as a part of a team.

Preferred Skills & Experience:

• Prior experience with USAID- or US Government-funded projects.
• Prior experience using cloud-based procurement applications.