Admin & Procurement Coordinator at Nuru Nigeria

Job Summary

The Admin and Procurement Coordinator is responsible for ensuring the effective management of Nuru Nigeria\'s administrative operations and procurement processes. This role oversees office management, logistics, facility maintenance, and compliance while managing the timely and cost-effective acquisition of goods and services. By aligning administrative and procurement functions with organizational policies and donor guidelines, the role supports operational efficiency, transparency, and the achievement of organizational goals.

Key Responsibilities:

Procurement Management

• Develop and implement annual procurement plans aligned with organizational goals and donor needs.
• Coordinate with program and finance teams to forecast procurement requirements and budgetary constraints.
• Ensure timely procurement to avoid delays in program and operational activities.
• Identify, evaluate, and maintain a database of reliable vendors and suppliers.
• Negotiate contracts, terms, and pricing to achieve value for money while maintaining quality.
• Conduct periodic performance reviews of suppliers and vendors to ensure standards are met.
• Oversee all procurement activities, including tendering, bid evaluations, and contract awards.
• Prepare procurement documentation, including purchase requisitions, orders, and contracts, ensuring accuracy and compliance.
• Regularly update the PR tracker to reflect stages of procurement for each request
• Ensure adherence to Nuru Nigeria\'s procurement policies, donor regulations, and local laws.
• Maintain accurate and organized records of all procurement transactions for audit readiness.
• Monitor and report on procurement expenditures against budgets, identifying variances and addressing issues proactively.
• Support internal and external audit processes by providing required documentation and reports.
• Ensure all procurement processes comply with donor regulations and organizational standards.
• Prepare periodic reports on procurement activities for management review.
• Review all project purchase requisitions, Request For Quotations (RFQ) and Invitation To Tender (ITT)

Administrative Management

• Oversee the day-to-day administrative operations of the organization, including office supplies, utilities, and facility upkeep.
• Ensure the organization\'s facilities are safe, functional, and well-maintained.
• Manage vendor contracts related to facilities, ensuring timely delivery of services.
• Develop and enforce administrative policies, procedures, and guidelines to enhance operational efficiency.
• Ensure compliance with local laws and organizational standards in all administrative operations.
• Maintain accurate records and documentation of administrative processes for audit and reporting purposes.
• Manage logistics for staff travel, including booking accommodations, transportation, and other related needs.
• Coordinate the delivery and distribution of goods and supplies across project sites.
• Oversee fleet management, including scheduling, maintenance, and fuel allocation.
• Assist in organizing organizational events, meetings, and workshops.
• Ensure that NN’s inventory list is updated on regular regularly
• Maintain and review office logs on travel, inventory and fuel usage for generator, vehicles etc.
• Monitor quality and control cost on various office supplies, stationery, hotel accommodation, transportation and other equipment
• Responsible for overseeing the acquisition, tracking, maintenance, and disposal of organizational assets, ensuring efficient utilization and compliance with policies to support operational goals.
• Provide administrative support for recruitment, onboarding, and training sessions as required by the HR unit.

Team Collaboration and Supervision

• Lead and mentor the administrative and procurement team, fostering a culture of excellence and accountability.
• Collaborate with program and finance teams to align procurement activities with project needs and budgets.
• Serve as the point of contact for external stakeholders regarding procurement and administrative matters.
• Evaluate team performance and identify opportunities for capacity building and training.
• Promote a culture of efficiency, collaboration, and service within the administrative team.

Qualifications and Experience:

• Bachelor’s degree in Business Administration, Management, Procurement, Logistics, or a related field.
• Minimum of 5 years of experience in administrative and procurement roles, preferably in the NGO sector.
• Strong knowledge of office management systems, procurement principles, processes, and contract management.
• Experience in logistics, facility management, and compliance processes.
• Proficiency in using procurement and administrative tools/software.
• Excellent organizational and communication skills.

Skills and Competencies:

• Strong leadership and team management capabilities.
• High integrity and commitment to ethical standards.
• Ability to manage multiple tasks and meet deadlines.
• Knowledge of donor-funded procurement policies is an advantage.
• Strong organizational skills
• Excellent communication and interpersonal skills.
• High level of attention to detail and problem-solving skills.
• Ability to work under pressure 
• Strong knowledge of procurement policies, vendor negotiation, and contract management.
• Skilled in using office and procurement software for tracking, reporting, and managing inventory such as ERP etc
• Ability to analyze procurement trends, evaluate bids, and manage budgets effectively.
• Competence in conducting cost-benefit analysis and managing risks.
• Strong adherence to procurement policies, donor guidelines, and ethical practices.
• Ability to adapt to changing priorities and handle unexpected administrative or procurement needs.
• Strong negotiation skills

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.