Procurement & Administrative Associate at International Foundation for Electoral Systems (IFES)

Field Job Grade:  5
Manager:  Senior Operations and Procurement Officer

Primary Function / Purpose

• The Procurement & Administrative Associate provides procurement and administrative support to the IFES-Nigeria field office. 

Job Responsibilities

• Apply IFES procurement policy in conducting local procurement actions including requesting informal quotes, re-bidding local contracts, and drafting Purchase Orders, Call Orders or other contractual mechanisms and ensuring proper backup documentation for procurement of goods and services are filed and organized internally.
• Work with the Senior Operations & Procurement Officer to coordinate procurement with headquarters, including communicating the need for HQ-led procurement, sending solicitation and selection documentation, and participating in bid evaluations.
• Assist in the organization and logistics for workshops, conferences and seminars.
• Support travel arrangements for IFES staff and consultants.
• Support management of local vendors and IFES service providers – Insurance, Telephones, Office Lease, Utilities, Internet provider, Office Facilities, etc.
• Assist in organizing and maintaining a central filing system in both paper and electronic form.
• Assist in drafting and submitting payment requests for vendor & staff statutory payments.
• Assist in updating the procurement tracker sheet and update the tracker on regular basis for all IFES Nigeria procurements (Local & HQ).
• Work with program team to verify the number and description of items/services delivered against each purchase order/contract, considering quality and quantity of material/services and providing program team with the appropriate delivery note(s).
• Timely reporting to the Senior Operations & Procurement Officer and/or Management in case of any discrepancies in delivery of material/services.
• Assist in market research and conducting vendor verifications in collaboration with the program team before contracts are issued.
• Assist in conducting vendor and participant debarment checks and provide support documentation of debarment checks to program team members.
• Other duties as assigned.

Position Requirements

Education:

• Bachelor's Degree or equivalent is required

Experience & Skills:

• Experience in office administration and/or contracting is preferred.
• Demonstrated interest in IFES mission.
• The ability to remain organized while handling multiple tasks under tight deadlines.
• Ability to complete tasks with minimum supervision.
• Being willing, and adaptive.
• Must value operating in a collaborative and cooperative environment.
• Ability to show initiative, good judgment, and resourcefulness. 
• Proficiency with Microsoft Office and Excel required.
• Ability to follow procedures, meet deadlines and work independently and cooperatively.
• Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are necessary.
• Strong attention to detail.
• Excellent interpersonal and negotiation skills.
• Ability to detect problems and produce acceptable solutions.
• Excellent oral and written communication skills.  

Language Skills:  

• Proficiency in the English language required. 

Travel: 

• Travel is 25% required.

Physical Requirements/Work Environment: 

• Standard office work environment.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.