Operations Specialist at TechnoServe

Job Summary:

TechnoServe seeks a highly organized, detail-oriented professional to assist TechnoServe Nigeria’s country office with Procurement administrative functions which includes sourcing key suppliers and negotiating contracts with vendors within the confines of organizational policy. The position under the supervision of the Operations Manager is a critical function of locating key suppliers, negotiating the company’s purchasing agreements and making sure their materials and products meet the company’s specifications. Additionally, this role being a member of the Operations department, will support office maintenance responsibilities while ensuring smooth office operations across TNS Nigeria.

Primary Functions & Responsibilities:

Procurement

• Facilitates procurement processes for projects as assigned and following set procurement policy and procedures. Initiates and facilitates shared office and programme procurements.
• Coordinate vendor acquisition, vendor database management and the creation of vendor card in line with the policy.
• Prepare requests for quotes/proposals and negotiate purchase terms and conditions.
• Prepare and issue purchase orders and agreements.
• Monitor supplier performance and resolve issues and concerns.
• Support the Operations Manager to work with and guide project staff on procurement processes and purchases.
• Work with the Operations Manager to Inspect and evaluate the quality of purchased items and resolve shortcomings.
• With the Operations Manager, analyze industry and demand trends while supporting senior management with the development and implementation of sourcing strategies.
• Work with the operations manager to stir managers of the organization towards adherence to policies and procedures so as to achieve supply goals in a timely manner.
• Support the Operations Manager in providing innovative approaches for conducting frequent procurement policy and procedure training and updates to the country staff as required.
• Work closely with the other Operations Specialists and align with policies and procedures.

Asset and Inventory Management

• Ensure management of asset register of the office, and regular update of the asset register to ensure compliance with donor rules and insurance coverage.
• Supervise the Management of office supplies and inventory ensuring regular update and physical count.
• Track and ensure the renewal of project vehicles documents including annual comprehensive insurance.

Security and Safety

• Assist the Operations Manager with Country Safety and Security Focal points in coordinating the country safety and security tasks.
• Support the preparation and drafting of any operations-related official correspondence.

Travel

• Facilitating an agreed set of international and domestic travel requests for employees.
• Monitor and report through the Operations Manager vehicle routes and speed limit application.

General Operations-Second Level Supervision

• Provide supervision to junior-level operations team support staff such as drivers, cleaner, and operations assistant to inform management decisions through the operations lead. Guide them to regularly comply with operational standards.
• Guide the project Administrator to coordinate meetings, prepare and disseminate meeting agendas and briefing notes.
• Supervise document filing and develop improved office administrative procedures.
• Draft correspondence including reports, processes and other administrative documents.
• Oversee the daily purchases and supervise the management of office petty cash.

Basic Qualifications:

• Bachelor’s degree in Business administration, Supply chain and Logistics management or other relevant social sciences-related fields.
• Possession of a procurement certification is an added advantage.
• At least 3 years of work experience in office administration, logistics and procurement, organizing travels and other operational support responsibilities preferably with an international NGO or multinational organization. Alternatively, a Master’s degree with at least 1 years’ of experience.

Preferred  Qualification

• Experience with a non-profit INGO organization is an added advantage in handling procurement responsibilities.

Knowledge, Skills and Abilities:

• High professional work ethic and integrity.
• Ability to reason objectively, clear strong and strategic communication skills.
• Good interpersonal and public relations skills.
• Strong operational, analytical and supervision skills.
• Ability to meet demands of competing priorities with minimal supervision.
• Ability to work both as a team lead and a team member.
• Effective oral and written communication skills, and ability to work independently on multiple tasks simultaneously. 
• Strong interpersonal, organizational, and communication skills.
• Experience with relevant software packages, including Microsoft Office Suite and Google Workspace