Procurement and Operations Associate at Management Sciences For Health - MSH

The Associate will support the operations & procurement function to ensure the team is functioning efficiently and effectively and aligns to support attainment of project results and client expectations.

Responsibilities

• Support the Execution of responsive and appropriate operations management systems (for office management, local procurement, fleet management and logistics, consultant and subcontractor administration, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements. 
• Support the operations functions by aligning staffing and systems with country projects and available resources to provide timely, cost-effective, and high-quality support and administrative services to all MSH country-based projects and activities.  
• Support the delivery of effective, timely, cost-effective, and high‐quality operations, and administrative support to the project, in full compliance with local laws and available resources, and in an environment with adequate internal controls, adherence to contract/award regulations, MSH policies and standard operating procedures. 
• Collaborate with the Operations/procurement manager to achieve resolution of pending operations issues, questions, and operations support requests. Communicate with other MSH (Groups, projects, corporate offices), as needed to ensure proper consultation and notification of important information and issues. 

Operations

• Support property and asset management, including maintaining inventories and asset registers. 
• Support obtainment of local insurance as required, inspection, registration, and operations for all MSH vehicles in the country. 
• Conduct end-to-end processes for engagement of hotels, caterers, meeting venues and other related services for project activities in line with MSH policies 
• Conduct end to end processes for engagement of travel management service providers and vehicle hire services for project activities in line with MSH policies  

Procurement

• Support purchasing of all supplies and services, including sourcing quotations using the Request for Quotation form; preparing vendor selection sheets; preparing local purchase orders; and verifying deliveries, quality of goods, and invoices. 
• Maintain an up-to-date procurement tracker for all goods and services to be provided. 
• Identify vendors for goods and services for MSH use (including office equipment, IT services, communications, courier, transport, guard services, hotel providers, etc) and update the vendor list for purchase of supplies and services. Manage all vendor relationships. 
• Ensure that the procurement process, payments, and documentation are complete in a timely manner and that deliveries are accepted by the project 
• Issue agreements and negotiate rates for local services, per authorized delegation and according to established policy. 
• Support the vendor prequalification process to establish long-term agreements with prequalified vendors and hotels for recurring services 

Facility Management

• Support the Procurement/Operations Manager to manage MSH offices and facilities to ensure a safe, efficient, and appropriate working environment for all staff. 
• Support the management general office services including guards, cleaning services, etc. 
• Support property and asset management. 

Fleet Management

• Schedule the use of the fleet as per MSH policies 

Logistics

• Support the Coordination of travel payments and logistics for all in-country travel. 
• Manage and monitor lodging, transportation, per diem, and associated payments, including those related to participant training, study tours, in-country events, and workshops. 

Qualifications

• Minimum of a bachelor’s degree in business administration, financial management, accounting, or other relevant discipline or equivalent experience
• Minimum of 3 years of experience in supporting operations of health or development programs in developing countries 
• At least 2 years’ significant operations management experience, preferably in Nigeria 
• Comprehensive knowledge of donor funded programs, regulations, and requirements.   
• Demonstrated success and familiarity in Nigeria 
• Organizational skills  
• Demonstrated ability to work both independently and within a team 
• Ability to assess priorities and manage a variety of activities with attention to detail 
• Strong conceptualization, facilitation, and planning skills 
• Possess an outstanding professional reputation  
• Demonstrated interpersonal, written, and oral presentation skills 
• Excellent cross-cultural communication and active listening skills. Solid understanding of USG regulations and administrative procedures in the implementation of donor-assisted projects required 
• Familiarity with other donors and their requirements 
• Fluency in English and dominant language of Nigeria 
• Functional expert – has knowledge of processes and products. 
• Influencer – relates to people, builds relationships, and effectively presents arguments. 
• Results seeker – meets deadlines, identifies actions, and achieves goals. 
• Innovator – thinks creatively, anticipates changes, and produces solutions. 
• Adaptor – stays calm under pressure and handles criticism well. 
• Complier – follows procedures and encourages others to do as well. 
• Core Personal Competencies: Ethics and Values, Integrity and Trust, Interpersonal Savvy, 
• Core MSH competencies: Adaptability, Communication, Problem-Solving, Creativity and Innovation, Quality and Timeliness of Work, Quality of work and Team Relationships, Resource Utilization