Admin & IT Officer at Nuru Nigeria

Job summary:

The Administrative & IT Officer is responsible for ensuring the smooth functioning of administrative and procurement processes and providing technical support for IT-related matters and ensuring the security and efficiency of the IT systems within the organization. The role requires excellent organizational skills, attention to detail, and the ability to support multiple departments to achieve organizational objectives.

Key Responsibilities:

Administration

• Organize and schedule meetings and appointments.
• Organize office operations and procedures.
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored.
• Maintain records of purchases, pricing and other important data.
• Manage vehicle fleets and staff movement.
• Management of staff travels; flight and hotel bookings, review perdiem, facilitate reimbursement on incidentals, ensure proper retirement of any travel advance.
• Manage all NN logistics process to ensure efficient and effective operational support to programs which includes arrangement for hotels, transportation, meeting supplies, etc.
• Facilitate conference logistics and administrative arrangements.
• Manage NN Assets List/Inventory Record, ensuring that records are up to date.
• Regularly Liaise with the Security Team on NN facility Inspection.
• Set-up and maintain filing system relevant to assigned administrative functions.
• Handles confidential and non-routine information and explains departmental policies when necessary.
• Provide support to receiving deliveries of supplies and materials by confirming goods receipt against invoice or contract specifications.
• Identify appropriate office space in conjunction with the field staff, procurement, and Security.
• Track all leases for leased office space, including timely renewal and termination.
• Work with the NN legal Adviser to get a lease agreement signed by the NN and House Owner.
• Liaise with landlords on issues concerning the lease agreement as they arise.
• Ensure all NN offices are opened and close and are equipped with the necessary supplies, materials, equipment and other resources needed for a functioning office.

Procurement

• Estimate and establish cost parameters and budget for purchases (NN Costs Centre)
• Create and maintain good relationship with vendors
• Make professional decision in a fast paced environment
• Maintain records of purchases, pricing and other important data 
• Review analyze all vendors/suppliers, supply and price options
• Negotiate the best deals for pricing and supply contracts
• Ensure that the product and supplies are high quality
• Manage the full procurement cycle –program budget 
• Review all project purchase requisitions, Request For Quotations (RFQ) and Invitation To Tender (ITT)
• Supervises buyers and takes control of all purchasing tasks
• Provide regular updates to all key stake holders regarding purchasing, delivery status, possible issues, risks and suggest mitigating actions
• Be part of the Bid opening team for bid analysis and decision making
• Perform actual quote and bid solicitation as and when required
• Ensure timely delivery of all project material and service in accordance to project schedule
• Liaises with all freight forwarders, clearing agents, local authorities for all internationally procured items
• Ensure strict adherence to record keeping and client project requirements according to tender
• Evaluate and report supplier performance
• Generate regular procurement reports for management review and decision making –quarterly report using tracking sheet
• Establish annual procurement plans in liaison with program team
• Manages NN Assets List/Inventory Record, ensuring that records are up to date
• Regularly Liaise with Security Team on NN facility Inspection

 Information Technology

• Manage, oversee and support overall operation for all ERP systems.
• Manage and conduct ERP training, IT tools and systems for users where necessary.
• Install, configure, and maintain computer hardware, software, and peripherals.
• Monitor and optimize the performance of IT systems, including servers, networks, and applications.
• Plan and implement upgrades and improvements to the IT infrastructure.
• Provide timely and effective technical support to end-users for hardware, software, and network-related issues.
• Troubleshoot and resolve IT problems, escalating more complex issues when necessary.
• Implement and enforce IT security policies and procedures to safeguard the organization\'s data and information.
• Conduct regular security audits and vulnerability assessments to identify and address potential risks.
• Ensure the backup and recovery of critical data to prevent data loss.
• Maintain and update documentation related to IT processes and procedures.
• Source and evaluating IT equipment and software.
• Manage relationships with IT vendors and service providers.
• Stay up-to-date with the latest IT trends, technologies, and best practices.
• Perform any other tasks that may be assigned by HR & Admin Manager.

Qualification and Experience:

• A bachelor\'s degree in a relevant field, such as Business Administration, supply chain management, Computer Science, Information Technology, or a related discipline from an accredited Institution
• At least 3 years’ experience in administration, procurement and IT support functions.
• Strong knowledge of computer hardware, software, operating systems, and networking.
• Strong understanding of procurement principles and IT systems.
• Experience in troubleshooting and resolving IT issues efficiently.
• Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, etc.) and relevant procurement and IT tools.
• Ability to install and configure computer systems, software, printers, and other IT equipment.
• IT certifications (Microsoft Certified Professional etc) are a plus.

Competencies and Skills

• Familiarity with general administrative tasks, including record-keeping, scheduling, and communication.
• Excellent verbal and written communication skills.
• Strong analytical, problem-solving skills and attention to details
• Strong organizational skills to manage administrative tasks efficiently.
• Ability to prioritize tasks and handle multiple responsibilities simultaneously.
• Flexibility and adaptability to work in a dynamic environment and handle changing priorities.
• High level of integrity and ability to handle confidential information with discretion.
• Familiarity with IT security principles and best practices.
• Team-oriented with the ability to work independently.
• Strong negotiation skills.
• Adaptability and eagerness to learn and implement new technologies.
• Attention to detail and problem-solving abilities.

Note

Non-discriminatory employment clause:

• Applicants will not be discriminated against on the basis of ethnicity, colour, gender, religion, socioeconomic status, age, disability or health status.
• The management of Nuru Nigeria reserves the right to verify all of the applicant\'s information and conduct background checks on shortlisted candidates including reaching out to his/her previous employer.
• Please note that only suitable and qualified candidates will be shortlisted.
• Female candidates are highly encouraged to apply.