Procurement and Admin Officer at Malaria Consortium

Department: Operations
Length of contract: December, 2020
Role type: National
Travel involved: In-country up to 10%
Reporting to: Office Manager

Job Purpose

• The Procurement and Admin Officer will be responsible for all Global Fund based procurement planning and procurement.
• He/she will also be responsible for providing Abuja based administrative support to Global fund (GF) state projects under Malaria Consortium in Nigeria.

Scope of Work:

• The Procurement Officer will support the project procurement plan design and regular updating.
• He/She will provide the analysis for all Abuja strategic supplier agreements related to Global Fund (GF) and will monitor them, and will coordinate all procurement related to Global Fund in Abuja in accordance with the Malaria Consortium Procurement Policy.
• He/She will also manage all GF assets in the Abuja office and provide support to the management of assets in all GF state offices.

Key Working Relationships:

• The Procurement Officer will report to the Abuja Office Manager, and will work closely with all Abuja based GF staff to provide them procurement and administrative support.
• They will also work with state staff for all state procurement and administration conducted or supported in Abuja

Key Accountabilities
Procurement planning (15%):

• Support the Global Fund senior project manager and Country Office Manager with the design of procurement plans for the GF project to allow all procurements to be delivered on-time at value for money following compliant processes
• Work with the Senior project manager and Country Office Manager to review all project procurement plans on a regular basis (at least quarterly) to ensure that all procurement is being planned to allow for on-time delivery at value for money following compliant processes

Strategic supplier agreements (15%):

• Support the Abuja Office Manager with defining they Nigeria Country Procurement Plan
• Provide support in the analysis for all Abuja based Framework Agreements and creation of Preferred Suppliers based on the Country Procurement Plan, following the processes defined in the Malaria Consortium Procurement Policy, including for fuel, security, IT support, generator maintenance, vehicle maintenance, stationery, hotels, taxi firms, rental vehicles, event locations for conferences/workshops/seminars, printing material, etc.
• Track all Global Fund procurements against all strategic supplier agreements and provide quarterly reports to the Abuja Office Manager on total expenditure to date per agreement, supplier performance and issues and recommendations for the coming year

Procurement (55%):

• Coordinate all Abuja based Global Fund procurement in accordance with the Malaria Consortium Procurement Policy, ensuring that all documentation is completed, correctly approved and filed appropriately for future reference
• Maintain a record of the status of all procurements, which will be shared weekly with all relevant staff so that they can properly plan and implement all activities
• Collate documentation for all Global Fund procurements for the Country Procurement Review Committee (PRC)
• In line with the project budget and working closely with the Country Office Manager, ensure value for money of all procurements for Global Fund activities carried out in Abuja and all GF offices at state level

Asset and Stock Management (10%):

• Support the Abuja Senior Admin Officer in managing all Abuja based Global Fund assets to ensure that they are registered, tracked, maintained and disposed of according to the Malaria Consortium Asset management Policy
• Maintaining the Property Inventory Register for all Global Fund office equipment (as per the Malaria Consortium Fixed Asset Policy) in Abuja
• Support the Abuja Senior Admin Officer in managing any stock procured by Global Fund, as defined by, and in accordance with the Malaria Consortium Inventory Management Policy

Other Administrative tasks (5%):

• Complete other administration tasks as required by the Abuja Office Manager

Person Specification
Essential:

• Degree or similar qualification in Procurement and Administration or related field
• At least 3 years’ experience working in an operations related role specifically in procurement
• Proven writing skills in English
• Ability to work effectively and sensitively with staff in other locations
• A collaborative and flexible style, with a strong service mentality
• Facilitation and coordination skills
• Sector awareness related to procurement

Desirable:

• Attentive to detail
• Highly organised
• Flexible and self- motivated
• Excellent written and oral communication skills
• First aid competence
• He/she must clearly display the ability to effectively prioritise and perform to tight deadlines

Work-based skills and competencies:
Essential:

• Excellent interpersonal and communication skills
• Excellent computer skills with proficiency in Microsoft Word, Excel and PowerPoint
• Analytical skills
• Ability to troubleshoot basic ICT issues

Desirable:

• Good coordination skills
• Excellent analytical skills

Core competencies
Delivering Results:
LEVEL B - Takes on pieces of work when required and demonstrates excellent project management skills:

• Shows a flexible approach to taking on additional work/ responsibilities when needed to achieve results
• Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements)
• Makes clear and timely decisions within remit of own role

Analysis and use of information:
LEVEL B - Uses evidence to support work:

• Identifies and uses various sources of evidence and feedback to support outputs
• Uses evidence to evaluate policies, projects and programmes
• Identifies links between events and information identifying trends, issues and risks
• Ensures systems are in place to address organisation needs

Interpersonal and communications
LEVEL B - Adapts communications effectively:

• Tailors communication (content, style and medium) to diverse audiences
• Communicates equally effectively at all organisational levels
• Understands others’ underlying needs, concerns and motivations and communicates effectively in sensitive situations
• Resolves intra-team and inter-team conflicts effectively

Collaboration and partnering:
LEVEL B - Collaborates effectively across teams:

• Proactive in providing and seeking support from expert colleagues
• Raises difficult issues with teams/ partners and stakeholders with a view to positive resolution
• Proactive in building a rapport with a diverse range of people

Leading and motivating people:
LEVEL B - Manages own development and seeks opportunities:

• Actively manages own development and performance positively
• Learns lessons from successes and failures
• Seeks and explores opportunities within Malaria Consortium which develop skills and expertise

Flexibility/ adaptability:
LEVEL B - Clarifies priorities and ensures learning from experience:

• Clarifies priorities when leading change
• Sees and shows others the benefits of strategic change
• Helps colleagues/team members to practice stress management through prioritization of workloads and modelling of appropriate self-management and care
• Makes time to learn from experience and feedback, and apply the lessons to a new situation

Living the values:
LEVEL C - Supports others to live Malaria Consortium’s values:

• Demonstrates personal integrity by using role position responsibly and fairly
• Cultivates an open culture within the wider team, promoting accountability, responsibility and respect for individual differences

Strategic planning and thinking and sector awareness:
LEVEL B - Is aware of others' activities and vice versa in planning activities:

• Takes account of team members and others workload when planning
• Maintains awareness of impact on other parts of the organisation, keeping abreast of other’s activities, objectives, commitments and needs
• Has a good understanding of the sector in which Malaria Consortium works.

Salary
Competitive.