Regional Admin Officer at MSI Reproductive Choices

Objectives:

• This position exists to provide support in the regions, procurement, inventory management, fleet management Asset management, Admin, and HR. The Admin Officer will be responsible for the bi-weekly stock reports on the tally, monthly fleet reports, and vehicle maintenance monthly reports and in charge of procurement processes (from request to quote to the issuance of PO) and monthly procurement reports.

Key Objectives:

• This position exists to provide support in the regions in procurement, inventory management, fleet management, Asset management, Admin and HR. The Admin Officer will be responsible for the bi-weekly stock report on the Tally, fleet report, and vehicle maintenance monthly report and in charge of procurement processes (from request to quote to the issuance of PO).
• The Administrative officers in various regions will work in collaboration with the Regional Manager, Inventory and Asset Management team, Fleet management team, and Procurement team to coordinate the PILAM unit in the Regions.

Manage the Procurement Process

• Maintain Vendor List
• Treat all Procurement Request Forms (PRF) in his/her region by sending out requests for quotes to vendors on the Vendor list, evaluating quotations, Organise Procurement Committee (PC)meetings when required, and issuance of PO Procurement above the region threshold, forward to Support office Send weekly Procurement Report

Fleet Management

• Manage the usage of the daily vehicle Checklist/Fleet visit.
• Manage the usage of the fuel voucher & Total card.
• Send monthly, fuel receipts and maintenance invoices.
• Maintain vehicle files in your region.

Inventory and Stock Management

• Maintaining accurate records of stock movement in and out of the warehouse daily.
• Posting & documentation of all goods receipt and stock consumption as it happens on a daily basis
• Synchronizing all inventory postings at the Regional office with the Support Office Central Store database on a weekly basis and as at when due.
• Carrying out weekly cycle count to determine Critical Stock consumption rates and interpreting same into the following reports:
  • Critical Stock Report
  • CPFR (Collaborative Planning, Forecast & Replenishment) Report
• Prompt treatment of all material requisitions and issuing of stock items to User departments, Outreach teams, and Field officers daily.
• Maintaining GWP (Good Warehouse Practice) and HSE (Health, Safety & Environment) standards through:
  • tidy shelving, racking system/ store arrangement,
  • FEFO (First Expired First Out),
  • FIFO (First In First Out),
  • Stock Codification/labeling
  • use of PPE (Personal Protective Equipment) at all time
  • Give a monthly report on expired drugs and medical consumables.

Asset Management

• Manage the asset register.
• Maintain a record of all asset movement and acquisition.

Human Resource Management

• Creating files for Team Members
• Ensure the timely submission of Timesheets.
• Help in getting work tools for Team Members.

Qualification & Experience

• 2-3 years post NYSC full-time professional-level experience involving Procurement, Logistics, Administration and Inventory Management. Working on international procurement transactions; Experience with direct supervision of personnel
• Bachelor’s degree in supply chain management, Procurement & Stores Management, Commerce, or Business Administration.
• Fluency in English (Written, Spoken, and Reading)
• A professional Qualification in Procurement, Logistics, or Inventory Management will be an advantage.
• Knowledge and experience in health/medical or NGO organizations; experience in working in donor-funded programmes.
• Supply Chain and Admin, knowledge of ERP packages (Tally) will be an advantage, MS Office programs, and professional certification in view.
• The Admin Officer should have the following skill sets: communication, active listening and learning, coordination, judgment and decision-making, organization, time management, writing, service orientation, negotiation, and mathematics.
• Willingness to Travel when requested