Procurement, Admin, and Logistics (PAL) Coordinator at Search For Common Ground’s International

Position Summary

• The PAL Coordinator will provide the main logistical support to the Niger Delta offices (Port Harcourt, Delta, Bayelsa), liaising closely with the Program Team and the finance team to ensure good recordkeeping, as well as liaising with the Admin officers and assistants to support the smooth running of the office.
• S/he will work under the direct supervision of the PAL Manager and closely with the finance and programs team.
• The position holder will supervise the PAL Officer, PAL Assistants, the Driver, and the Office Cleaning Staff.
• The position will be based in Port Harcourt, but travel to the offices in Delta and Bayelsa will sometimes be required.

Procurement Management

• Promptly coordinate Search procurement activities in collaboration with the PAL Manager in line with search and donor policies
• Coordinate procurement process of goods and services, ensure necessary documentation
• Ensure Search procurement guidelines are adhered to in all Search offices in Nigeria
• Enforce compliance with procurement threshold and procedures
• Ensure Search procurement processes are legal and ethical
• Regularly update the PR tracker to reflect stages of procurement for each request
• Conduct quote analysis and draft selection memos
• Interact with contractors in coordination with Admin and Procurement Manager
• Ensure prompt and correct filing of procurement-related documents both hard and e-copy
• Support Invitation to bids process.

Administrative & Logistics Management

• Supervise the maintenance of office equipment and oversee repair
• Liaise with the landlord of the office premises and other operational contacts such as vendors, suppliers, and courier services to keep the office fully functional
• Ensure that SFCG’s inventory list is updated at regular intervals
• Ensure that the door security system and key management is functioning properly
• Manage the office fleet and approve any private vehicle hire
• Oversee vehicle repairs
• Maintain and review office logs on travel, inventory, and fuel usage for generators, vehicles, etc.
• Support staff travel arrangements, relevant documentation (tickets, accommodation, etc.), and any necessary travel support
• Prepare and submit a monthly logistics report about the above to the Procurement, Admin, and Logistics Manager.
• Maintain and update the vendor’s database for necessary goods and services
• Monitor quality and control costs on various office supplies, stationery, hotel accommodation, transportation, and other equipment
• Provide support to HR where needed
• Any other function required to undertake broadly in line with the above functions.

Collaborations

• Work with members of the PAL team to draft LPOs for contractors
• Collaborate with the PAL team to ensure a regularly updated inventory tracker for all assets purchased
• Coordinate with the PAL Manager to draft Contracts
• Coordinate with the finance unit to ensure payments to vendors are timely
• Collaborate with the Program team to ensure seamless support of program activities

Asset Management

Other duties

•  Ensure proper tracking of all Search assets throughout the country
• Accountable for proper tracking of assets using Equipment Issue / Receipt forms
• Support asset verification process and submission of asset reports to the Admin and Procurement Manager for review.
• Ensure spot-checks are done systematically, documented, and reported for all Search assets, inventory, and equipment. 
• Keep colleagues apprised of developments in their own area as appropriate
• Contribute to staff meetings, and other internal meetings with appropriate content, views and suggestions
• Fulfill requirements of internal staff management processes including performance reviews, supervisory meetings, etc.
• Develop strong relationships with all SFCG colleagues and partners to enhance their understanding of admin/logistics and build their knowledge.

Qualifications

• 5 years´ professional experience carrying out administrative, logistical, and/or operational tasks
• Bachelor’s degree
• Effective oral and written English skills.
• Good level of proficiency in Microsoft Word and Excel
• Good administrative and organizational skills and ability to keep documentation tidy and accessible
• High level of attention to detail and accuracy
• Ability to plan and organize multiple simultaneous tasks efficiently
• Ease in communicating with colleagues and third parties via email
• Ability to work independently and ask for clarification where needed
• Excellent phone etiquette
• A demonstrated commitment to high professional ethical standards and a diverse workplace

Strategic Objectives

• Purchasing:  Purchase goods and services at the right time and at the most advantageous price and with proper tax and duty if applicable.
• Inventory: Ensure efficient management of the movement and storage of goods and maintain inventory at an appropriate level to avoid excessive or shortage of inventory
• Logistics: Coordinate seamless transportation and accommodation logistics for staff and guests, nationally and internationally
• Administration: Ensure all offices run smoothly
• Capacity Building: Identify the skills gap of your direct reports and facilitate the training required

Your competencies must cover:

• Accountability: Being accountable and passing on accountability for one's own actions and those of colleagues and the organization.
• Attention to detail:  The ability to process detailed information effectively and consistently
• Collaboration: The ability to work effectively with others in order to achieve a shared goal - even when the object at stake is of no direct personal interest possibilities.
• Creativity: The ability to come up with original and innovative ideas and solutions, to adopt points of view outside the usual parameters.
• Focus on Quality: Setting high quality standards and striving for continuous improvement and quality assurance.
• Learning Ability: The ability to absorb new information readily and to put it into practice effectively
• Adaptability: The ability to remain fully functional by adapting to changing circumstances (environment, procedures and people).