Procurement and Logistics Officer at Policy Innovation Centre (PIC) Institute

Overview

• The Policy Innovation Centre (PIC) is seeking to employ a Procurement and Logistics Officer to support the efficient operation of procurement, logistics, security, and office management activities in line with PIC and donor policies and regulations.
• This role will ensure the timely acquisition of goods and services, implement security protocols, and manage logistics for staff and office operations.
• Additionally, the officer will oversee office administration, supervise inventory management, and maintain a clean and organised office environment

Job Responsibilities
Procurement Activities:

• Procure goods and services in line with PIC and donor procurement rules and regulations.
• Coordinate the review of procurement-related documents, and prepare pricing/bid analysis.
• Issue purchase orders and ensure prompt delivery of ordered items.
• Adhere to the procurement policy at all times and develop/maintain a procurement tracking tool.
• Verify the quality of goods and services against outlined specifications.
• Receive goods and services from vendors and other service providers.
• Verify and process all vendor invoices for payment.
• Maintain and update the inventory register.
• Supervise the Office & Facility Assistant to ensure the receipt and issuance of goods from the store are properly documented. Properly document PIC property issued to employees and frequently update the PIC Asset List.
• Ensure all equipment and furniture are tagged and listed in the inventory.
• Ensure office equipment insurance is in place and regularly updated.
• Support inventory verification.

Security Issues and Activities:

• Conduct security assessments and mapping for all PIC project implementation states.
• Provide daily security updates for staff.
• Offer security advice regarding staff travel.
• Liaise with security agencies within project states and at the national level.

Logistics Support for Staff and Office Operations:

• Coordinate flight bookings, and pick-up/drop-off to and from the office and airport, including lodging arrangements for staff and consultants.
• Coordinate ground travel logistics.
• Establish and maintain business relationships with hotels; negotiate and establish cost-effective rates for PIC-identified hotels after performing due diligence checks. Ensure all service contracts are up to date and in PIC's and donors' best interest.
• Provide logistics support for workshops, trainings, and meetings.
• Ensure smooth coordination of travel protocols for special guests invited by PIC.

Support Office Management and Administration:

• Ensure that office furniture, equipment, and facilities are adequate and in good working condition.
• Support the Administrative Assistant in ensuring workstations are available for staff, and that repairs are done in a timely manner.
• Ensure adequate space allocation for staff and resolve space-related issues promptly.
• Supervise general clerical duties, including photocopying, mailing, and filing.
• Assist the Finance & Administration team in managing requisitions and updating the inventory.
• Supervise and monitor the use of office equipment.
• Ensure the office environment remains clean, orderly, and hygienic.

Qualifications/Job Requirements

• Minimum BSc or its equivalent in Administration.
• Good oral and written English skills.
• Minimum of 5 years of work experience.
• Previous administrative experience in an office setting.
• Strong computer and internet skills, including proficiency in Microsoft Word, Excel, and other commonly used software. (Access database skills are a plus.)
• Strong organisational, analytical, and negotiation skills, with attention to detail and record-keeping abilities.
• Demonstrate maturity, discretion, enthusiasm, and a positive attitude.
• Ability to work independently, establish priorities, and manage workload effectively.

Benefits

• Competitive salary and benefits package.
• Professional development opportunities.
• A supportive and collaborative working environment.