Operations Officer at Palladium Group

Project Overview and Role

• IHP is an integrated health program with an expanded effort with the Government of Nigeria (GON) to identify and support rapid scale-up of proven interventions through improvement of service delivery and strengthening of health systems.
• It will focus its support for service delivery in six intervention areas, family planning, malaria, routine immunization, nutrition, maternal/newborn health, and treatment of childhood pneumonia/diarrhoea.  
• The Operations Officer (State) will work from the Abuja Country Office and provide operations support to the state offices.
• The Operations Officer (State) reports to the Senior Operations Manager and  is responsible for ensuring the smooth operations and logistics of the state program, including local and in-country travel, local vendor relationships, and event and meeting arrangements. 

Primary Duties and Responsibilities
Procurement and Contracts Management: 

• In consultation with the project team, explore market and collect price quotations from suppliers and vendors. 
• Collect necessary documents and information to process purchase orders, consultant agreements, letter agreements, subcontract/agreements and/or sub-grants. 
• Keep up-to-date electronic database, documentation of necessary information and deliverables in the files of each consultant agreement, sub-agreement, contract, grant, vendor, etc. 

Office Administrations and Logistics: 

• Maintain appropriate and updated filing system for all project documents including procurement documents (Due Diligence forms, biodatas, hosting checklists; competitive quotations); field vouchers, approved budgets and purchase orders); and workshop/activity payments; checks. 
• Assist in management of Field Office assets, premises, supplies, publications, facilities and logistic services as required. 
• Administer regular maintenance of all office space and equipment including necessary insurances in place and processing of claims in case of loss. 
• Serve as backup for administration of transportation for the office and staff for local and international travel. 
• Maintain HR-related files, including monthly updating of leave time accrued/taken, ensuring medical insurance for staff. 
• Maintain up-to-date record of all rent, service and utility contracts for the office and, administer prompt payment of rents, insurance, service and utility bills. 
• Assist in performing project close out activities. 
• Work with project team to calculate and submit cost share information, where applicable. 
• As necessary, assist in financial audit. Maintain accurate and up-to-date operational, personnel, and other records as required by corporate management and/or Nigerian law. 
• Work closely with Finance Officer for daily tasks and overall project management. 

Asset Management: 

• Manage expendable property 
• Perform receiving function, record and tag all items
• Issue supplies and stationery to staff 
• All other duties and tasks as assigned 

Required Qualifications

• Bachelor's Degree from a recognized academic institution in Business or any related field or 4 years working in administration; MBA is an advantage. 
• At least 4 years of administration experience with a good understanding of business operations and controls; experience with international organizations and USAID regulations an advantage.
• A minimum of 2 years of work experience in a developing country or similar environment. 
• A minimum of 2 years of people management experience, including setting performance objectives, managing for results, giving and receiving feedback, performance evaluation and mentoring and coaching
• Proven competency in planning, organizing, and implementing operational activities. 
• Proficiency in MS Office applications 
• Sound written and verbal communication skills in English 
• Strong supervision skills to ensure activities, schedules and progress are reviewed and monitored.
• Experience leading, mentoring, and motivating staff; a good understanding of performance management. 
• Demonstrates good judgment and decision making.
• Project Management expertise
• Excellent written and verbal communication skills
• Financial acumen and the ability to interpret and analyze financial reports
• Sound problem solving and decision making skills
• Strong management skills with ability to mentor, coach, lead, develop and evaluate staff
• Ability to work with a low level of supervision and as a part of a team when required
• Demonstrated critical thinking, attention to detail, and organizational skills
• Demonstrated leadership skills including a high level of professional maturity is required.