Associate, Administrative and Procurement at Teaching at the Right Level (TaRL)

Role Purpose

• The position supports the Finance and Administration Manager in coordinating the administration and procurement functions of TaRL Africa Nigeria, to ensure adherence to timeliness, cost-effectiveness, efficiency, and effective management of goods and services.

Major roles and responsibilities:

Procurement:

• Support in the development of procurement policies and compliance enforcement.
• Coordinate procurement processes including effective management of RFQs, RFPs, bid analyses and evaluations, drafting procurement contracts, and reviewing supplier deliverables
• Perform due diligence and vetting of suppliers and service providers per each state
• Support the scale up of the TaRL implementation by identifying, assessing and signing contracts with vendors (hotels, car providers) in and outside of Abuja.
• Reviewing supplier /vendor contracts and service level agreements (SLAs) for approval as needed.
• Ensure the vendor database and the assets register of TaRL Africa Nigeria are always updated. 
• Ensure timely delivery of goods and services as per the agreed terms and conditions, as well as invoicing and timely payment of bills.
• Ensure compliance with procurement SOPs and ensure frequent staff sensitisation on the same
• Process LPO’s in the system and ensure the same is delivered to contracted vendors.
• Receive, review and process vendors invoice through the ERP.
• Provides procurement advice and capacity building to both procurement and non-procurement staff. 
• Participates in preparation of Nigeria annual procurement plans 

Administration:

• Ensure all TaRL Africa Nigeria assets are properly tagged and registered in each state office
• Provide oversight and management of the movement of items and assets in the stores.
• Manage the office lease/s and operational legal contracts.
• Ensure timely attendance and provision of all office requirements/supplies including equipment, furniture and fittings, office supplies and stationery, kitchen supplies materials etc.
• Coordinate timely insurance (including renewals) of office fittings, fixtures and equipment and all other office equipment.
• Ensure timely identification and attendance to any office/equipment repairs and maintenance needs.
• Lead in asset verification exercise and ensure all assets are insured.
• Lead the recording of all official letters received by TaRL Africa Nigeria.
• Ensure the numbering of official letters from TaRL Africa Nigeria to external actors (including numbering, sending out process, acknowledge receipt recording and distribution to require department and Country Director).
• Coordinate and ensure office cleanliness, timely and sufficient office supplies.
• Manage relations with vendors and consultants.

Travel and logistics support:

• Ensure existence of prequalified car hire and taxi service providers per each state
• Coordinate vehicle bookings with car hire/taxi  vendors across all operating states.
• Review car logs and communicate staff vehicle usage before drivers pick up staff.
• Verify invoices from car hire vendors to ensure rates align with agreed terms.
• Maintain an up-to-date database of car hire vendors for each state
• Coordinate and monitor flight bookings for staff, ensuring compliance with travel policies.
• Support the team in other travel and transportation arrangements as needed.
• Manage and coordinate all travel (local and international)-related matters, including liaison with travel agents, transporters, foreign missions for visas, accommodation /hotels etc.
• Support event planning, including sourcing and booking venues as per requests from various departments

Any other responsibilities may be assigned by the direct managers.

Reporting:

The Associate, Administration and Procurement shall report to the Manager, Finance and Administration. His/her dotted line will be the Senior Associate, Administrative & Procurement based in Nairobi, Kenya. 

Qualifications and experience:

• A Bachelor Degree in Business Administration, Project Management, Logistics, Supply Chain Management and or procurement fields from a recognized institution.
• Training in leadership or management courses (s) in addition to the degree is desired
• At least five (05) years’ hands-on experience in logistics, travel coordination, transport management, or administrative operations.
•  Proven experience managing car hire vendors, reviewing vehicle logs, and validating invoices.
•  Experience coordinating staff travel, flight bookings and Visas

Desirable:

• Certification in Supply Chain or Logistics Management (CILT, CISCM, or similar).
• Training in procurement or vendor management.

Required Skills and Competencies:

• Meticulous organizational and prioritization competence, with attention to detail
• Strong coordination and communication skills.
• Ability to manage multiple requests across locations.
• Proactive attitude and ability to take initiative and work independently
• High energy levels and emotional intelligence
• A good team player
• Strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines in a multicultural setting
• Excellent knowledge of all computer applications
• Superior oral and written communication skills in English
• Good planning and coordination skills and ability to prioritize competing priorities effectively.
• Good negotiation and relationship management skills.