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  • Posted: Mar 1, 2021
    Deadline: Mar 8, 2021
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  • A global health leader situated at Columbia University, ICAP has worked since 2003 with one central goal: to improve the health of families and communities. Working hand-in-hand with individuals at every level of the health system-from patients to health care providers to government officials-ICAP is dedicated to delivering high-performing health system s...
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    Administrative Officer (Maternity Cover)

    Administrative and Logistics Officer (Maternity Cover) - 3months

    Under the supervision of the ICAP ADAF, the Administrative and Logistics Officer, Office Support and Administration assist to manage the organization’s procurement and supply management system. This role will take the lead in executing an effective and efficient procurement and supply chain services by ensuring values and competencies in maintaining transparent integrity and compliance with established procurement rules and regulations. This also includes direct administrative support to all ICAP Directors, Managers and staff located in Nigeria. Prepares correspondence, scans document, organizes meetings, reserves conference rooms, assists with mailings and shipments, assists with internal and external communications and conference calls, and assists in developing travel itineraries in collaboration with ICAP Finance Unit. Manages all travel-related visa requirements for traveling ICAP staff and sponsored travellers; Manages, updates and maintains ICAP contact and email distribution lists. Provides direct assistance to staffs on special projects and recurring needs.

    MAJOR ACCOUNTABILITIES:

    • Ensuring effective and efficient implementation of all Procurement Plans in accordance with ICAP’s SOPs and USG rules and regulations.
    • Ensure timely preparation of procurement plans for projects and monitor their implementation by controlling processes including receipt of requisitions, organization of RFQ, receipt of quotations, bids and proposals, evaluation, and negotiation of certain conditions of contracts in full compliance with ICAP Procurement SOPs and the USG/USAID Rules and regulations.
    • Ensuring that a transparent and responsive procurement process is implemented and maintained.
    • Implement strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management and performance measurement.
    • Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
    • Provides direct administrative support to all ICAP staff based at Abuja and state offices. Prepares correspondences, scans document, organizes meetings, assists with mailings and shipments, assists with internal and external communications and conference calls, and assists in the development of travel itineraries.
    • Manages and processes all travel-related visa requirements for ICAP staff and sponsored travelers.
    • Support in coordination with Finance, Admin., and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
    • She/he will assist in ensuring that all Supplies, services, and equipment’s required are delivered in time.
    • Support in Establishment and maintenance of ethical, professional working relationships with suppliers.
    • Maintain supplier information for regularly purchased items and be informed of current local market conditions.
    • Be cognizant of lead time and supply chain logistics information to ensure project activities are not jeopardized.
    • Manage and monitor tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation and risk assessment.
    • Assists with the planning and coordination of ICAP-sponsored special events and functions. Arranges for specialized equipment and provides general administrative support throughout the meeting or function.
    • Collect and prepare any supporting documents related to contract implementation or modification.
    • Ensure that Procurement Requests includes all required specifications and supporting documents.
    • Monitor the Procurement Plan as well as update and share the Procurement Follow Up (PFU) on regular basis.
    • Prepare request for quote, prepare assessment table, and get approval according to ICAP’s SOPs.
    • Prepare purchase contract or Supplier Purchase Order (SPO) and coordinate supplier during the delivery of the goods and services.
    • Support Logistics Supply Chain, review and prepare all documentation during the procurement process.
    • Ensure all documentation is existing, updated, are properly filed, and filled in folders before archiving.
    • Contribute to the professional development and improvement of team members by providing support.
    • Provides specific administrative support to Country Director, Human Resource Manager, and Associate Director of Administration and Finance.
    • Performs other related duties as assigned.

    EDUCATION:

    Bachelor's degree or equivalent in social sciences, education, training and/or experience.

    EXPERIENCE, SKILLS & MINIMUM REQUIRED QUALIFICATIONS:

    • Min 3 years’ experience in procurement, office administrative management and/or logistics position
    • Ability to work in complex environment and can bear the workload.
    • Demonstrated experience and proficiency with Microsoft Office suite including Word, Excel, PowerPoint, and Microsoft Outlook.
    • Excellent interpersonal, written, and verbal communications and ability to interact effectively with staff and management at all organizational levels.
    • Demonstrated experience working independently with minimal supervision as well as in a team environment.
    • Demonstrated organizational skills and attentiveness to detail.
    • Demonstrated experience with effectively managing multiple and simultaneous projects with overlapping and sometimes conflicting schedules.
    • Demonstrated experience working in a customer service-oriented environment where satisfying customer’s needs with established parameters is an essential function.
    • Some experience in supervising Staff
    • Strong computer skills in MS Office, especially MS Excel
    • Rigorous, with strong organization skills and attention to detail
    • Strong communication skills
    • Strong negotiation skills
    • Professional level of English

    Preferred:

    • Previous experience working for NGOs an asset, particularly international and/or health related NGOs.
    • Fluency in one or more National/regional languages an asset

    TRAVEL REQUIREMENTS:

    N/A

    Method of Application

    This job has expired. Application is no longer allowed

    Note: Never pay for any training, certificate, assessment, or testing to the recruiter.

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