Logistics/Procurement Assistant - PMI Evolve Nigeria at ABT Associates

Job Description

• As the PMI Evolve Nigeria Logistics/Procurement Assistant, you will be responsible for supporting procurement/logistics and administrative functions in support of project activities, following all relevant USAID and Abt Associates policies and procedures.
• Under direction of the PMI Evolve Nigeria Finance and Administrative Manager, you will assist in the procurement of goods and services domestically and internationally, ensuring proposed procurements are consistent with the USAID approved annual budget and compliant with Abt’s policies and procedures.
• You will work closely with other teammates to monitor contracts, verify delivery of materials, and track vendor payments.
• You will also coordinate delivery of items to the entomology sentinel sites and help to maintain an updated procurement/inventory trackers for the project.

Core Responsibilities  

Administrative/logistics-related tasks:

• Assist in planning logistics for project meetings/seminar/trainings, providing the location and materials, as well as supervising the process of paying per diem and snacks/meals.
• Make logistical arrangements for project staff traveling outside their region or for international visitors.
• Maintain hard copy and electronic versions of project files, including contract and subcontract documents, client approvals, personnel files, consultant documents, travel files, procurement files, minutes of meetings, and project reports.
• Manage and document correspondences between project sites, technical staff members, other partners, and stakeholders as they relate to procurement and logistics.
• Purchase, store and distribute office supplies.
• Perform general clerical duties, to include but not be limited to photocopying, scanning, faxing, filing, and mailing.

Procurement tasks:

• Assist the F&A Manager in performing procurements, including distributing solicitations, gathering quotes, and requesting invoices.
• Assist the F&A Manager in updating and maintaining the inventory list of the project.
• Ensure the clearance and proper disposal of all waste material and excess items from project stores.
• In collaboration with COP and F&A manager, assist in the processing of customs clearance and liaise with USAID on tax waivers, as needed.
• Develop, maintain, and update on a regular basis a procurement tracker for all ongoing and new procurements to provide visibility into on-going purchases
• Draft request for quotes (RFQs), purchase orders and local consultant agreements for review by F&A Manager
• In collaboration with technical teams, obtain and review product specifications or scope of work for services; ensure that specifications and scopes are clear, objective and complete.
• Support the review and evaluation of bids, ensuring participation of relevant technical staff and consistency with evaluation criteria
• Assist in the documentation of vendor pre-qualifications for repetitive purchases such as lodging, catering services, office supplies, water, vehicle service; when practical, help to prepare master service agreements in consultation with Abt Home Office.
• Ensure that procurement files are complete and audit ready as soon as the procurement process is complete
• May enter procurement transactions into QuickBook and iProcure entries
• Prepare bid matrix and source selection memorandum (when required) which includes competition process, names of evaluators and adequate justification for award recommendation.
• Help to ensure procurements are competed whenever feasible; work with technical team to prepare justification for non-competitive procurement for sole or single source.
• In collaboration with F&A Manager and Entomology Manager, ensure that quality control is performed when receiving materials and that any inconsistencies with the original order are noted before payment.
• Help manage the project’s inventory control system, including storage, quality control, inventory record keeping, and inventory reporting.

Minimum requirements

• BS+0

What we Value

• Bachelors Degree in Logistics, Administration, Management, Business, Social Science, or other relevant field (desirable).
• Relevant educational/internship experience, including experience supporting procurement functions, is helpful. 
• Excellent knowledge and experience with Windows, Word, Excel, PowerPoint, and other data processing and graphical presentation software.
• Ability to independently execute complex tasks while addressing daily management details and remaining organized and focused on long-term deadlines.
• Excellent inter-personal communication skills and excellent organization skills.
• Preference for candidates who have experience that relates to USAID-funded projects or other international development experience.
• English language fluency.