Procurement and Admin Coordinator at Heifer International

Job Description

• The Procurement and Admin Coordinator position is responsible for the procurement and administrative coordination of the Heifer Nigeria office. 
• This position is responsible for providing oversight of all procurement and administrative activities of the office, including travels, events, insurance, logistics, facility management and fleet management.   
• This position will ensure that policies and procedures in all the areas are in place and followed, for the smooth running of the office.
• This position will be both external and internal facing, thus excellent customer service is essential to success.
• This position requires a high degree of discernment for complex decision making, to ensure both compliance and operational efficiency. 
• The Procurement and Admin Coordinator will report to the Country Director – Nigeria.

ESSENTIAL CHARACTER TRAITS:
Customer focus, ability to analyze and assess, ability to solve problems and make good decisions, planning and organizing.

Responsibilities and Deliverables 
Procurement

• Prepare and plan for the purchase of equipment, services and supplies
• Follow and enforce organizational procurement policies and procedures.
• Review, compare, analyze products and services to be purchased.
• Coordinate the work of the regional procurement committee and associated documentation.
• Ensure that all procured items are of high quality and fit for purpose.
• Manage inventories and maintain accurate purchase and pricing records.
• Maintain and update supplier information such as qualifications and product ranges.
• Maintain good supplier relations and assist with contracting.
• Research and evaluate prospective suppliers.

Office Administration and Operations

• Provide support on various administrative issues to ensure efficient and effective running on day-to-day operations.
• Ensure seamless organization/ execution of office operation procedures.
• Ensure excellent interface and support to visitors.
• Manage off-line correspondences and ensure accurate information is communicated to the proper persons.
• Design filing system that supports the seamless operation of the office, including record retention, disposal and retrieval.
• Actively participate in the planning and execution of regional/ organizational events.
• Identify opportunities for process and office management improvements and implement new systems.
• Ensure maintenance of a robust and updated asset management register.
• Ensure all required utilities are provided timely and there are no service disruptions.
• Manage office supplies and ensure efficient usage.
• Ensure that assets of the organization are properly insured.
• Ensure the provision of logistics support to the office when required.
• Efficient management of the fleet of the Regional Office. 

Financial

• Process payment (invoices) for all procured items.
• Monitor and record all expenses, as appropriate.
• Prepare expense reports as required.
• Efficiently manage the administrative budget.
• Manage office petty cash (if any)

Minimum Requirements

• Bachelor’s degree from a recognized university or equivalent in Social Sciences or Business Administration.  
• Plus 7 years’ experience managing complex office/administrative operations and procurement.
• Excellent written and verbal communication skills. Proficient in Microsoft Office Suite.

Preferred Requirements

• Procurement and Project Management certification

Most Critical Proficiencies

• Proven procurement experience
• Proven office management and administrative experience
• Strong negotiation skills
• Strong writing and editing skills
• Excellent time management skills and ability to multi-task and prioritize work
• Problem-solving skills
• Experienced in inventory control and supply chain management
• Project management skills
• Excellent organizational skills including strong attention to detail
• Must be a self-starter and driven

Essential Job Functions and Physical Demands

• Excellent interpersonal skills with the ability to work cooperatively and tactfully with a diverse group of people.
• May require constant sitting and moving, working at a computer for extended periods of time, as well as occasional bending and lifting.
• Outstanding English writing skills and oral communication skills are essential.
• Knowledge of clerical practices and procedures.
• Knowledge of business and management principles.
• Ability to work with sensitive information and maintain confidentiality.
• Eligible to work in Nigeria.