Procurement and Logistics Assistant at IPAS

Contract Duration: 6 Months with possibility of extension

Organizational Overview

Ipas is a nonprofit organization working to achieve a world where every woman and girl has the right and ability to determine her own sexuality and reproductive health.  Through local, national, and global partnerships, Ipas works to ensure that women and girls have improved sexual and reproductive health and rights, through enhanced access and use of contraceptive care.   

Job Summary:

The Procurement & Logistics Assistant is responsible for coordinating, consolidating, and ensuring smooth implementation of and adherence to Ipas logistic and procurement procedures and processes.  S/he effectively and efficiently supports the implementation of procurement, logistics and equipment/asset/inventory management strategies, procedures and tools through coordination and cooperation with all Team members.

Tasks & Responsibilities

Procurement Responsibilities

• Support procurement of all materials and equipment in a cost-effective and transparent manner in line with Ipas’s SOPs.
• Ensure that all requests, purchase orders and procurement documents are tracked from point of planning and request through to final receipt and flag any issues or delays.
• Regularly review, update, and share the supplier databases and procurement tracking sheet with the Supervisor.
• Liaise with suppliers to create realistic delivery schedules and compare actual deliveries to evaluate supplier performance and responsiveness.
• Perform regular market research for new and existing suppliers that may provide better service and value for money for the country office.
• Assist with conducting supplier assessment on a bi-annual basis to determine level of performance
• Ensure procurement files are accurate and records comply to Ipas SOPs and donor procurement policies; ensure filing system is properly established and all soft copies and hard copies of procurement files are accessible and manageable.
• Assist with the preparation of contracts and amendments of contracts when needed.
• Ensure the correct closure of each procurement procedure by making sure the relevant documentation is completed.
• Manage relations with suppliers during the contract implementation period.
• Support development, implementation and tracking of Ipas Nigeria procurement plan.
• Monitor availability of office supplies and order as necessary.

Logistics Responsibilities

• Support the transportation needs of Team Members.
• Ensure proper Ipas vehicle utilization, maintenance, fuel consumption, monitoring and controls systems.
• Maintain adequate Ipas vehicle administration files, including vehicle log sheets, fuel consumption, vehicle maintenance and repair and accident reports.
• Ensure all Ipas vehicles are safe and road-worthy, and drivers observe road safety rules.

Asset Management

• Maintain an accurate, complete, and up-to-date asset register and inventory list and share reports with the Supervisor.
• Coordinate and track movement of assets and update the Asset Register accordingly.
• Conduct regular physical counts of assets and inventory.
• Maintain proper records of disposal of assets (lost, damaged, sold, donated, stolen, or other)
• Support on other tasks when required and any other related tasks assigned.

Minimum Requirements

• Bachelor’s degree in related field
• 1-2 years general office or administrative support experience
• Proficiency in Microsoft Office Suite
• Strong interpersonal and communications skills
• Punctuality and respect for rules and procedures.
• Must be able to maintain highest level of confidentiality regarding work-related information and data.
• Flexibility and ability to work under pressure, manage time and prioritise work to deadlines.

Salary Range: N150,000 - N200,000