Administrative & Procurement Assistant at Innovations for Poverty Action (IPA)

Description 

• The Administrative & Procurement Assistant will support the Operations Coordinator in running the Country Office.
• He/she must be well-organized when performing administrative and procurement duties to ensure compliance to IPA policies and processes.
• He/she also has the crucial task of ensuring that IPA Procurement policies and procedures comply with all IPA and donor regulations.
• He/She must manage and update relevant office files.

Core Responsibilities
Administrative Support:

• Assist the Operations Coordinator in the running of Nigeria office operations;
• Welcome visitors to the office and manage the IPA office phone;
• Manage office cleaners;
• Support the coordination of logistics for visitors and traveling staff;
• Conduct office tours for new staff, interns, and visitors, and assist with onboarding;
• File documents as directed and required;
• Assist with inventory management and stock-taking as assigned;
• Provide logistical and administrative support to project teams as and when required;
• Monitor the stock of office supplies and stationaries, and purchase additional items as needed;
• Prepare procurement requests for country office purchases and utility bills;
• Support immigrations activities and engage with government officials involved in the process;
• Manage staff calendars ensure important event, information, and activities are updated;
• Handle office repairs and maintenance by seeking necessary approvals and coordinating with service providers;
• Support the implementation of safety and security policies and procedures as directed by the Operations Coordinator; and
• Coordinate logistics for staff meetings, conferences, office lunch and other fun activities; and
• Take and share notes at staff meetings.
• Assist Operations Coordinator in liaison with government authorities including facilitating local registrations, travel permissions, and renewals as may be required e.g. Immigration etc.
• Comply with all relevant IPA policies and procedures concerning safety and security, conflict of interest, and other relevant policies.

Procurement Support:

• Prepare technical specifications for request for proposal, including terms, conditions and evaluation criteria.
• Work with suppliers to obtain quotations, and direct other IPA staff in obtaining quotations;
• Review quotations and procurement forms with respect to quality, accuracy, suitability, delivery and pricing;
• Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up;
• Expedite outstanding purchase orders to ensure delivery requirements are met;
• Coordinate and resolve problems with suppliers;
• Ensure that all procurement is in compliance with IPA standard practices;
• Ensure that the vendor database is regularly updated and used in the selection of vendors;
• Prepare and develop bid documents, supplier bid lists to obtain competitive quotations on goods and services; and
• Work with the Operations Coordinator and Country Director to create and continuously improve Procurement systems.
• Ensure inventories are fully accounted for and maintained.
• Ensure the update of the asset register is maintained; manage the tracking system and ensure all assets are issued with unique IPA asset number tags.
• Ensure periodic (quarterly, bi-annual, and annual) asset checks are completed; report any damage and losses immediately.

Other Duties:

• Perform other duties as assigned.

Qualification & Experience

• Bachelor’s Degree in a relevant field
• At least 2 years of experience in a similar position
• Previous experience working with International NGO
• Experience working on donor-funded projects
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
• Excellent computer proficiency (MS Office – Word, Excel and Outlook)
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.