Job purpose
Oversees strategic procurement of goods and services, supplier sourcing and supply chain management, in Malaria Consortium Nigeria offices and for all MC programmes / projects implementation. This will include providing oversight, monitoring, and managing all of Malaria Consortium’s procurement processes at state and country level with strict compliance to the procurement policy, value for money and management processes. This will also involve contract management, supplier performance evaluation and procurement risk management. The role will be line managed by the Country Operations Manager to ensure procurement service, and other operations functions are efficiently delivered to all Malaria Consortium projects / programmes.
Scope of work
The Admin & Procurement Manager provides procurement services support to MC Nigeria Country Office Programmes / Projects in line with the Organisation’s policies, processes, and guidelines as well as local Nigerian policies and guidelines. This includes procurement planning, strategic supplier sourcing, supplier management, procurement of goods and services, effective supply chain management, and market analysis to ensure cost savings and value for money. The role will collaborate with the program teams to understand the various project needs, the timeline to meet the needs and provide relevant procurement support.
The role includes running tenders, negotiating, and managing contracts, maintaining a database of all contracts in all ITN MC offices in Nigeria, which will be done directly by the jobholder or through the core procurement team (senior procurement officers) depending on the agreed threshold.
The role will also line manage the senior procurement officer on the ITN Projects. Lead and mentor them to develop an effective procurement team for MC ITN NG offices including periodic review of quality of procurement services delivered to the projects and programmes and discuss improvements with Country Operations Manager.
Key working relationships
Reporting to the Country Operations Manager (COM), the Admin & Procurement Manager will be a member of the Operations team, providing procurement support to MC programme / project implementation, which include support to development of procurement plans for all MC NG office, its implementation and periodic review. Based on the procurement plan, the PM will finalise procurement strategy in consultation with the Country Operations Manager, which will be reviewed along with the procurement plan. The Admin & Procurement Manager will also work with the procurement team to ensure effective and efficient service delivery. The Procurement Manager will provide line management to Senior Procurement officers in Abuja and day-to-day supervision, including training as needed.
The Admin & Procurement manager also works closely with Programme / Project team, Zonal Admin Manager, State Admin officers and MC supply chain team to ensure timely delivery of required goods or services.
Key accountabilities
Procurement Strategy and planning (45 %)
- Ensure effective and efficient workflow of procurement processes in MC NG offices
- Line-manage assigned operations staff and provides oversight, capacity building and management support whilst ensuring staff objectives are set and monitored in line with HR guidelines
- Conduct annual demand planning and market assessment exercises to generate the Country Procurement Strategy with support from the COM and Programme and Project teams
- Ensure the Malaria Consortium Procurement Policy is followed for all procurements in the country
- Support the Programme teams with the design of project / programme procurement plans for all projects to allow all procurements to be delivered on time at value for money following compliant process.
- Provide Quarterly report on status of procurement in MC documenting challenges and recommendations
- Coordinate accordingly with other operations and programme / project teams on delivery planning and coordination in designated storage areas
- Coordinate Country tender processes as appropriate in line with the Malaria Consortium Procurement Policy, ensuring compliance.
- In line with project budgets, ensure all procurements are strategically carried out with cost saving intentions and VFM.
- Maintain a record of the status of all procurements which will be shared monthly with all relevant staff to aid planning and programme implementation
- Maintain the Country Contract Tracking sheet and share with the Country Finance Manager and the Country Operations Manager on a bi-monthly basis
- Ensure the maintenance of a consolidated database for all registered suppliers, pre-qualified suppliers, and Contract agreements in a secure manner.
- Coordinating the upload Framework Agreements (FWAs), procurement trackers and supporting documents onto the operations intranet page and tracking compliance related to data protection policies.
- Work with the compliance team to organise partners supply chain compliance reviews
- Maintain a database of all procurements against all supplier agreements and provide quarterly reports to the Country Operations Manager on total expenditure to date per agreement, supplier performance and issues and recommendation
- Carry out routine risk assessments for supplier engagement and contracting validation of all registered vendors
- Organise quarterly vendor management forums in each MC state office
Administration (40%)
- Oversee all project and staff travel activities including national and international transportation, visas and hotels
- Ensure that all Malaria Consortium offices are well run and professional in appearance
- Provide an effective and efficient IT service to the organisation ensuring that staff computers, intranet and IT functions of the organization are functioning well and that problems are resolved efficiently and effectively
- Control administrative and IT risks to the organisation including viruses and critical system failure
- Ensure that Malaria Consortium has an effective and professional front desk
- Ensure that finance transactions are processed in an accurate and timely manner
- Ensure effective and efficient fleet management including cost control, good driving, functioning of vehicle booking and scheduling system
- Review fuel analysis and vehicle repair costs to ensure good financial control
- Asset Management for the ITN Campaign Project.
- Support the Abuja and other ITN Campaign Admin Officers in managing all location-based assets to ensure that they are registered, tracked, maintained and disposed of according to the Malaria Consortium Asset Management Policy
- Maintaining the Property Inventory Register for all office equipment (as per the Malaria Consortium Fixed Asset Policy) in Abuja and other ITN Campaign Offices.
- Support the Abuja and other ITN Campaign Admin Officers in managing any stock procured by, as defined by, and in accordance with the Malaria Consortium Inventory Management Policy
- Carry out delegated administration tasks as required by the Country Operations Manager.
Training (15%)
- Ensure appropriate capacity is provided for all procurement officers to improve service delivery for programme implementation
- Be the expert in Malaria Consortium on donor procurement policies, and ensure that implementation adheres to the donor and organizational policies and practices
- Conduct regular staff capacity building forums for specific challenge areas related to procurement actions
- Design, set – up and track VFM parameters for all procurements in MC NG office and periodically identify and recommend areas of efficiency gains
- Be the focal person for audit with focus on procurement
- Oversee the smooth running of MC procurement software, to trouble shoot and resolve any challenges experienced by the operations and programme teams with the software
Person specification
Qualifications and experience:
Essential
- Proven previous experience in Admin and Procurement Management for International INGOs
- Bachelor's degree in Procurement and Operations or a related field, or equivalent experience
- Professional membership of a Procurement/Supply chain body
- 5-6 years of experience working in an operations role specifically procurement
- Experience leading and managing international procurements for INGOs
- Ability to work effectively and sensitively with staff in other locations
- Facilitation and coordination skills
- Sector awareness related to procurement
Desirable
- Attentive to detail
- Highly organised
- Flexible and self-motivated
- Excellent written and oral communication skills
- Must display the ability to effectively prioritize and perform with tight deadlines
Work-based skills and competencies:
Essential
- Excellent computer skills in Excel, Word, and PowerPoint.
- A collaborative and flexible style, with a strong service mentality.
- Excellent negotiation, facilitation and coordination skills.
- Good knowledge and experience with using Enterprise Resource Planning (ERP) software such as NAV and ReQlogic
- Committed to the organisations mission and its values
- Evidence of good organisational, analytical, oral and written communications skills in English; and ability to work well in teams.
- Strong critical thinking and decision-making skills
Desirable
- Knowledge and experience working with and administering Microsoft/Office 365, particularly SharePoint Online, Exchange Online and Teams.
Gmail
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