Procurement and Administrative Assistant at Heifer International

Key Purpose of the Job

• The Procurement and Admin Assistant position will provide support to the procurement and administrative activities of the Heifer Nigeria office, including travel, meetings, events planning, logistics, store management, and vendor management. This position will work closely with the Procurement and Admin Coordinator and provide essential administrative and procurement support for the smooth running of the office.

Main Responsibilities

Procurement

• Work with requisitioner to ensure accuracy of purchase request entries on procurement agresso platform.
• Solicitation of quotes, bid tabulation/analysis for goods and services for the Nigeria country program activities.
• Support the vendor identification, verification exercise, and onboarding processes.
• Monitoring budgets for program events to ensure purchase requisitions are in line with the approved budget before initiating procurement processes.
• Provide support in confirming goods received and service completion documents are properly recorded by responsible staff.
• Support with the procurement process for the country office events such as conferences, workshops, trainings etc.
• Support with monitoring and tracking all active contracts due dates.

Office Administration and Operations

• Coordinate travel management activities such as booking of flight tickets, hotel and car hire reservations.
• Manage the reconciliation of Total Energy fuel cards and tracking of fuel usage reports.
• Support the drivers with monitoring project vehicle servicing due dates and requesting service estimate from service center.
• Work with the project drivers to ensure movements are accurately captured in the vehicle logbook and filed accordingly.
• Manage the country office vehicles registration documents to ensure they are up to date and properly filed.
• Provide support with the coordination of the day-to-day administration of the office, monitor the cleaners to ensure a clean and conducive workspace.
• Regularly update the inventory records for office consumable, such as utilities, hygiene and cleaning materials, stationery supply to prevent stock out.
• Support with the recording new assets purchased, issued/returned, and updating of information in the asset database.
• Work with the office assistant/receptionist to escalate all Heifer office space maintenance required by the building facility management.
• Provide support in ensuring staff monthly communication (airtime and data) is promptly procured.
• Provide Human Resource support when necessary

Financial

• Work closely with the finance team to confirm accuracy of invoices and ensure that tax elements are properly captured before payment processing.
• Prepare operational office expenses retirement for payment processing where applicable.

Job Requirement

• Bachelor’s degree in Social Science, Business Administration, Project Management, or a related field.
• At least 2-3 years of experience in a similar role or related. Experience in an Admin & Procurement role is an added advantage.
• Excellent interpersonal skills with the ability to work cooperatively and tactfully with a diverse group of people.
• Strong organizational skills, with attention to detail and the ability to manage multiple tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Outlook and familiarity with video conferencing apps such as Zoom and data management systems.
• Effective communication skills, both written and verbal.
• Ability to work independently with minimal supervision and adapt to changing work demands.
• Ability to work with sensitive information and maintain confidentiality.

Key Behavioural Competencies

• Accountability
• Professional Excellence
• Humility
• Customer Orientation
• Empathy
• Innovation