Administration & Procurement Officer at Management Sciences For Health - MSH

Job Description

• Arrange hotel for Nigerian staff, participants, consultants who are coming to the state for assignments.
• Arrange hotel for TDY staff coming to assist Nigeria teams.
• Assist staff in obtaining visas for international travel (Where Applicable).
• Assist in making international and local travel arrangements.
• Arrange for telephones and internet modems for TDY and new staff, as the case may be.
• Aid and follow up to Expats and TCNs on obtaining Nigerian resident VISAS (where applicable).
• Calendar management, ensuring conference rooms are booked and Meeting/conference/activity logistics and making sure to update the records regularly.
• Arrange spaces for new employees making sure the availability of desks, chairs etc. are ready for them to use on the start day
• Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity.
• Coordinate catering services for official functions within and outside the office location
• All aspects of fleet management (fueling, repair/maintenance, log books, reporting, )
• Facilitate the preparation of procurement plan.
• Receives approved Purchase Requisitions (PR) for procurement of goods and services.
• Tracks all PRs, for both local purchases and those requested through Cambridge.
• Determines price reasonableness.
• Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval.
• Inquires immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
• Handles field office purchases when required.
• Ensures that purchases are made in the best interests of the donor and MSH;
• Assures delivery or pickup of PO for collection of goods.
• Prepares weekly procurement status report and submits to the supervisor.
• Regularly updates the supervisor of all partial collection of the procured goods;
• Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
• Does quarterly or 6-month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
• Capacity Building of Team.
• Also performs other duties as requested  by  the immediate supervisor.
• integrity by any vendor or other
• Ensure that systems are in place in  country  to ensure  that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures
• Systems are in place to Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures.
• Monitor and ensure compliance.
• Other tasks as assigned by the supervisor.
• The responsibilities and duties are indicative only.   
• The responsibilities and duties are subject to change to meet the needs of the project, the organization and the donor.

Requirements

• Master’s degree in business administration/finance/accounts or related field.
• Alternatively a University Degree in logistics, supply chain management or business with 4 years post degree experience years’ or relevant and  progressive experience in procurement and supply management.
• Experience in a USG donor funded project or NGO preferred.
• Strong numeric skills and attention to detail and quality.
• Ability to work in a team-oriented environment while maintaining an individual workload.
• Logical and flexible approach to solving problems, especially when working under pressure.
• Monitoring/assessing performance to make improvements or take corrective action.