Procurement Officer at International Foundation for Electoral Systems (IFES)

PRIMARY FUNCTION/PURPOSE:   

The Procurement Officer oversee office procurement and compliance, in line with IFES internal and donor regulations.  
 
MAJOR DUTIES AND RESPONSIBILITIES: 

• Manage procurement process and maintain accurate and complete procurement records (including solicitation and selection process, debarment checks, and contract); monitor process for compliance with IFES policies and procedures;
• Apply IFES procurement policy to conduct and manage local procurement including requesting informal quotes, re-bidding local contracts, preparing Purchase Orders, Call Orders or other contractual mechanisms
• Draft contracts for suppliers and consultants; review scopes of work and payment terms with program and finance staff to ensure completeness and compliance with IFES policies and procedures;
• Ensure proper back up documentations for procurement of goods and services and develop and maintain a procurement filing system
• Work with IFES-HQ in communicating the need for HQ-led procurement, including but not limited to, sending MSRs/SOWs/DIQF and participating in bid evaluations.
• Supervise and ensure safety measures are incorporated into all IFES Nigeria activities;
• Maintain the best cost savings mechanism wherever possible by negotiating and identifying proper vendors;
• Supervise Procurement Associate in ensuring compliance with IFES and donor policies on all procurement related matters;
• Assists in the organization and logistics for workshops, conferences and seminars;
• Manage local vendors and IFES service providers – Insurance, Telephones, Office Lease, Utilities, Internet provider, Office Facilities, etc;
• Maintain a data base of all IFES contacts, NGOs and other organizations;
• Create a procurement tracker sheet and update the tracker on regular basis for all IFES Nigeria procurements (Local & HQ);
• Work with program team in the verification of items/services delivered against each purchase order/contract considering quality and quantity of material/services and providing program team with appropriate delivery note(s);
• Review regularly IFES policies, donor awards and Nigerian Government laws to ensure compliance;
• Other duties as assigned.

SKILLS and SPECIFICATIONS 

• The ability to remain organized while handling multiple tasks; 
• Ability to complete tasks with no supervision; 
• Self-motivated with the ability to meet IFES Nigeria deadlines;
• Ability to maintain and keep secrecy on all procurement issues;
• Being willing, and adaptive;
• Must value operating in a collaborative and cooperative environment; 
• Ability to show initiative, good judgment, and resourcefulness. 

EDUCATION and QUALIFICATIONS 

• Bachelor’s degree is required;
• Minimum of 4 years’ experience preferably in procurement;
• Prior experience in procurement is required, with preference for experience working in procurement for international NGOs or international organization;
• Prior experience in working on USAID funded-projects strongly preferred;
• Prior experience working on other International Donor funded projects which may include but not limited to the EU, DFID, etc desired;
• Proficiency with Microsoft Office and Excel required;
• Ability to follow procedures, meet deadlines and work independently and cooperatively;
• Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are necessary;
• Strong attention to detail;
• Excellent interpersonal and negotiation skills;
• Ability to detect problems and produce acceptable solutions. 
• Excellent oral and written communication skills  

Others

• LANGUAGE SKILLS:  Proficiency in English language required. 
• TRAVEL:  Travel is required.
• PHYSICAL REQUIREMENTS/WORK ENVIRONMENT: Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.