Senior Administrative & Procurement Officer at International Foundation for Electoral Systems (IFES)

JOB RESPONSIBILITIES:  

PROCUREMENT:

• Planning, developing, and managing all procurement and contractual aspects of IFES for services, supplies and commodities.
• Providing support and guidance at all stage of the procurement cycle.
• Applying IFES procurement policy to conduct and manage local procurement including requesting for quotations and managing/conducting all aspects of quotations evaluation, informal quotes, re-bidding local contracts, preparing Purchase Orders, Call Orders or other contractual mechanisms.
• Formulating strategies and designing innovative solutions to resolve issues/conflicts for complex procurement requests.
• Conducting market research to keep abreast of market developments, researching and analyzing statistical data and market reports on the word commodity situation, production patterns and availability of goods and services.
• Ensuring proper back up documentation for procurement of goods and services and develop and maintain a procurement filing system.
• Working 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.
• Maintaining the best cost savings mechanism wherever possible by identifying proper vendors and negotiating where appropriate in accordance with IFES’ procurement policy.
• Assisting organizing and logistics for workshops, conferences and seminars.
• Managing local vendors and IFES service providers – insurance, telephones, office lease, utilities, internet provider, office facilities, etc.
• Organizing and maintaining central filing system in both paper and electronic form.
• Maintaining a data base of all IFES contacts, NGOs and other organizations.
• Creating procurement tracker sheet and updating the tracker on regular basis for all IFES Nigeria procurements (Local & HQ).
• Working 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).
• Reporting to management in case of any discrepancies in buying and delivery of material/services.
• Conducting vendor verifications in collaboration with program team before contracts are issued.
• Conducting vendor and participant debarment checks and provide support documentation of debarment check to the program team members.
• Conducting hotel assessment for IFES activities and advise Management the most cost-effective hotel.

ADMINISTRATION:

• Supervising and ensuring safety measures are incorporated into all IFES Nigeria activities.
• Delivering administrative services in the most efficient manner to facilitate the functions of other sections.
• Maintaining and updating the tracker for staff medical insurance, workers compensation and group life insurance.
• Assisting the Director of Finance and Administration in facilitating IFES Nigeria annual staff performance appraisal.
• Supervising Admin and Procurement staff.
• In collaboration with the Finance Manager, managing IFES Nigeria staff leave and advise Management on the status of leave.
• Assisting the Director of Finance and Administration in developing staff dispute resolution mechanisms and reconciliations.
• Assisting in maintaining and disseminating security and health updates to IFES Nigeria staff and related vendors as needed.
• Performing any other duty as assigned by the Director of Finance & Administration.

EDUCATION: bachelor’s degree in business management, Public Administration, commerce or a related field is required.

EXPERIENCE:

• Minimum of 6 years’ relevant experience with procurement and administration.
• Prior experience in procurement is required, with preference for experience working in procurement for international NGOs or international organizations.
• 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, FCDO, etc., is 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.

SKILL:

• Strong attention to detail.
• Excellent interpersonal and negotiation skills.
• Ability to detect problems and produce acceptable solutions.  
• The ability to remain organized while handling multiple and problematic 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 administrative and personnel issues;
• Being willing, and adaptive.
• Must value operating in a collaborative and cooperative environment; 
• Ability to show initiative, good judgment, and resourcefulness;