Procurement Specialist I at Management Sciences For Health - MSH

Reference ID: R2478
Location: Akwa Ibom
Employment Type: Full Time

Project Overview

• PMI-S is a five-year PMI/USAID flagship malaria project implemented through a consortium led by MSH.
• The project is supporting the Government of Nigeria through its agencies at the federal, state, LGA and community levels to reduce under-five and maternal mortality by delivering quality services for management of malaria, its complications, and prevention.
• PMI-S project focuses on strengthening the capacity of the National Malaria Elimination Program (NMEP) and State Malaria Elimination Programs (SMEPs) for the implementation of the National Malaria Strategic Plan 2014-2020.

General Responsibilities

• Arrange hotel for Nigerian staff, participants, consultants who are coming to the state for assig
• Arrange hotel for TDY staff coming to assist Nigeria teams.
• Assist staff in obtaining visas for international travel (Where applicable).
• Assist in making international and local travel arrangements.
• Arrange for telephones and internet modems for TDY and new staff, as the case may be.
• Provide assistance and follow up to Expats and TCNs on obtaining Nigerian resident VISAS (where applicable).
• Calendar management, ensuring conference rooms are booked and Meeting/conference/activity logistics and making sure to update the records regularly
• Arrange spaces for new employees making sure the availability of desks, chairs etc. are ready for them to use on the start day
• Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity
• Coordinate catering services for official functions within and outside the office location
• Fleet management (fueling, repair/maintenance, log books, reporting)
• Facilitate the preparation of procurement plan
• Receives approved Purchase Requisitions (PR) for procurement of goods and services
• Tracks all PRs, for both local purchases and those requested through Cambridge
• Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval;
• Inquires immediately for more specifications from requesting units if the purchase request is not clearly specified and completed;
• Handles field office purchases when required;
• Ensures that purchases are made in the best interests of the donor and MSH;
• Assures delivery or pickup of PO for collection of goods;
• Prepares weekly procurement status report and submits to the supervisor;
• Regularly updates the supervisor of all partial collection of the procured goods;
• Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
• Does quarterly or 6 months reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
• Capacity Building of Team
• Inform supervisor immediately if asked to compromise integrity by any vendor or other.
• Ensure  that  systems  are  in  place  in  country  to  ensure  that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.
• Ensure  that  appropriate  staff  members  are  aware  of  and understand laws, contract/award and donor requirements, and MSH policies and procedures
• Assist the FAM in effective office, facility and property management in the state office.
• Monitor and ensure compliance.
• Other tasks as assigned by the supervisor.
• The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization and the donor.

Requirements

• Master’s Degree in Business  Administration / Finance / Accounts or related field. Alternatively, a University Degree in logistics, supply chain management or business with 4 years post degree experience.

Required Minimum Experience:

• 4 - 5 years’ relevant and progressive experience in procurement, logistics and supply management.
• Experience in a USG donor funded project or NGO preferred.
• Strong numeric skills and attention to detail and quality.
• Ability to work in a team-oriented environment while maintaining an individual workload.
• Logical and flexible approach to solving problems, especially when working under pressure.
• 4 - 5 years relevant experience in general administration and office management.
• Monitoring/assessing performance to make improvements or take corrective action.
• Experience in facility and property management.

Knowledge and Skills:

• Ability to work under pressure
• Planning and scheduling skills
• Good organizational skills
• Good communication and interpersonal skills
• Good analytical skills.
• Demonstrated ability to interact professionally with a culturally diverse staff, clients and consultants.
• Ability to work independently, take initiative and ability to meet deadlines with attention to detail and quality
• Demonstrated intermediate computer skills in Microsoft Office Suite applications.

Competencies:

• 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 as well.