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

About TaRL Africa

• TaRL Africa initiative is hosted by Empower Learning Africa, a not-for-profit organization registered and headquartered in Nairobi, Kenya, with teams in Côte d’Ivoire, Nigeria, and Zambia and locally registered offices in Nigeria and Côte d’Ivoire.
• TaRL Africa began as a joint venture by Pratham and J-PAL in 2019, with the goal of supporting governments and organizations across Africa to accelerate children’s foundational skill learning using the evidence-based “Teaching at the Right Level” (TaRL) approach.
• TaRL Africa's vision is for every child across Africa to have foundational skills so that they can have a better future. Our mission is to ensure education systems effectively equip children with these foundational skills.
• We support governments and organizations in over 15 countries in Sub-Saharan Africa to design, deliver and scale impactful TaRL programs while learning and sharing how the approach can be improved for different contexts. Together with partners, TaRL Africa has reached over five million children with TaRL programming.

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.

TaRL Africa Values:

• We put children’s learning first.
• We are always learning, improving, and innovating. 
• We are locally rooted for high-quality delivery and sustainable impact. 
• We are kind, respectful and collaborative.
• We are proactive, committed to integrity and doing our best each day.