Job Openings at Malaria Consortium

Job Purpose

• Oversees strategic procurement of goods and services, supplier sourcing and supply chain management, in Malaria Consortium Nigeria offices and for all MC programmes / projects implementation.
• This will include providing oversight, monitoring, and managing all of Malaria Consortium’s procurement processes at state and country level with strict compliance to the procurement policy, value for money and management processes.
• This will also involve contract management, supplier performance evaluation and procurement risk management.
• The role will be line managed by the Country Operations Manager to ensure procurement service, and other operations functions are efficiently delivered to all Malaria Consortium projects / programmes.

Scope of Work

• The Procurement Manager provides procurement services support to MC Nigeria Country Office Programmes / Projects in line with the Organisation’s policies, processes, and guidelines as well as local Nigerian policies and guidelines. This includes procurement planning, strategic supplier sourcing, supplier management, procurement of goods and services, effective supply chain management, and market analysis to ensure cost savings and value for money.
• The role will collaborate with the program teams to understand the various project needs, the timeline to meet the needs and provide relevant procurement support.
• The role includes running tenders, negotiating, and managing contracts, maintaining a database of all contracts in all MC offices in Nigeria, which will be done directly by the jobholder or through the core procurement team (senior procurement officers) depending on the agreed threshold.  
• The role will also line manage the senior procurement officers. Lead and mentor them to develop an effective procurement team for MC NG office including periodic review of quality of procurement services delivered to the projects and programmes and discuss improvements with Country Operations Manager.

Key Accountabilities
Procurement Strategy and Planning (70%):

• Ensure effective and efficient workflow of procurement processes in MC NG offices
• Line-manage assigned operations staff and provides oversight, capacity building and management support whilst ensuring staff objectives are set and monitored in line with HR guidelines
• Conduct annual demand planning and market assessment exercises to generate the Country Procurement Strategy with support from the COM and Programme and Project teams
• Ensure the Malaria Consortium Procurement Policy is followed for all procurements in the country
• Support the Programme teams with the design of project / programme procurement plans for all projects to allow all procurements to be delivered on time at value for money following compliant process.
• Provide Quarterly report on status of procurement in MC documenting challenges and recommendations
• Coordinate accordingly with other operations and programme / project teams on delivery planning and coordination in designated storage areas
• Coordinate Country tender processes as appropriate in line with the Malaria Consortium Procurement Policy, ensuring compliance.
• In line with project budgets, ensure all procurements are strategically carried out with cost saving intentions and VFM.
• Maintain a record of the status of all procurements which will be shared monthly with all relevant staff to aid planning and programme implementation.
• Maintain the Country Contract Tracking sheet and share with the Country Finance Manager and the Country Operations Manager on a bi-monthly basis.

Supplier Sourcing and cContract Management (15%):

• Ensure the maintenance of a consolidated database for all registered suppliers, pre-qualified suppliers, and Contract agreements in a secure manner.
• Coordinating the upload Framework Agreements (FWAs), procurement trackers and supporting documents onto the operations intranet page and tracking compliance related to data protection policies.
• Work with the compliance team to organise partners supply chain compliance reviews
• Maintain a database of all procurements against all supplier agreements and provide quarterly reports to the Country Operations Manager on total expenditure to date per agreement, supplier performance and issues and recommendation
• Carry out routine risk assessments for supplier engagement and contracting validation of all registered vendors
• Organise quarterly vendor management forums in each MC state office.

Training (15%):

• Ensure appropriate capacity is provided for all procurement officers to improve service delivery for programme implementation
• Be the expert in Malaria Consortium on donor procurement policies, and ensure that implementation adheres to the donor and organizational policies and practices
• Conduct regular staff capacity building forums for specific challenge areas related to procurement actions
• Design, set – up and track VFM parameters for all procurements in MC NG office and periodically identify and recommend areas of efficiency gains
• Be the focal persons for audit with focus on procurement.
• Oversees the smooth running of MC procurement software, to trouble shot and resolve any challenges experienced by the operations and programme teams with the software.

Qualifications and Experience
Essential:

• Proven previous experience in Procurement Management for International NGOs
• Bachelor's Degree in Procurement and Operations or a related field, or equivalent experience
• Professional membership of a Procurement/Supply chain body
• 4-6 years of experience working in an operations role specifically procurement
• Experience leading and managing international procurements for NGOs
• Ability to work effectively and sensitively with staff in other locations
• Facilitation and coordination skills.
• Sector awareness related to procurement.

Work-based Skills and Competencies:

• Excellent computer skills in Excel, Word, and PowerPoint.
• A collaborative and flexible style, with a strong service mentality.
• Excellent negotiation, facilitation and coordination skills.
• Good knowledge and experience with using Enterprise Resource Planning (ERP) software such as NAV and ReQlogic
• Committed to the organisations mission and its values
• Evidence of good organisational, analytical, oral and written communications skills in English; and ability to work well in teams.
• Strong critical thinking and decision-making skills.

Salary
Competitive.

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Job Purpose

• The Zonal Admin Manager will support the management of all operations (facility, asset and fleet management, travel and safety and security) in the Malaria Consortium State offices, and provide operational, asset management and safety and security support to state offices.

Scope of Work

• The Zonal Admin Manager will support the management of operations in the Malaria Consortium state offices.
• S/he will be responsible for delivery of support services on time at value for money to the projects and ensure that all operational documents and reports are completed in a timely manner and shared and filed to enable effective decision-making.

Key Working Relationships:

• The Zonal Admin Manager will be a member of the Operations team, providing administrative support to MC programme implementation while working with other project staff in delivering programme work plan. The Zonal Admin Manager will also work with the country and state Admin team members to ensure effective and efficient service delivery. The Zonal Admin Manager reports to the Country Operations Manager (COM) based in Abuja.
• The Zonal Admin Manager will provide line management to the Zonal logistics officer and day-to-day supervision, including training as needed. The Zonal Admin Manager will provide technical line management to filed Admin officers within the Hub.
• The Zonal Admin Manager also works closely with State admin officers, Programme team leads, Procurement Manager, logistics officers and MC supply chain team to ensure timely delivery of required goods or services.

Key Accountabilities
Operations and procurement management (45%):

• Collaborate with the Country Operations Manager to ensure effective and efficient workflow of administrative processes in country
• Line-manage assigned staff and provides oversight, capacity building and management support whilst ensuring staff objectives are set and monitored in line with HR guidelines
• Conduct annual demand planning and market assessment exercises to generate the Country Operations Strategy with support from the COM
• With Management and Project Managers, assist in transitioning between operational structures and strategies (i.e. opening, expansion, down-sizing and closing office and projects)
• Work with HQ, country office and project managers to resolve relevant outstanding audit findings and support offices to improve overall compliance with organisational policies
• Maintain regular contact with field offices to ensure issues and concerns are identified and resolved pre-emptively, making regular field visits to support this
• Ensure the Malaria Consortium Procurement Policy is followed for all procurements related to assigned administrative tasks
• Provide contracting and engagement support for short term personnel within the MC state offices
• Oversee administrative processes related to MC campaigns
• Coordinate accordingly with the security team and the supply chain management team on delivery planning and coordination in designated storage areas
• In line with project budgets, ensure all procurements are strategically carried out with cost saving intentions and VFM.
• Conduct quarterly contract tracking reviews for Framework Agreements (FWAs) in place in MC states to ensure timely renewals where necessary,
• upload consultancy engagement trackers and supporting documents onto the operations intranet page and monitor  compliance related to data protection policies

Office and Facility Management (40%):

• Support in the management of MC fleet (drivers’ engagement, preventative maintenance monitoring and ad hoc repairs, fuel, insurance, incidents)
• Support the management of all Malaria Consortium Nigeria assets, ensuring they are recorded, monitored, managed and disposed of as per Malaria Consortium policies, and send the monthly quarterly and annual reports on same to the Country operations manager
• Coordinating the tracking, Proper storage and record upload of all asset and supporting purchase documents onto the operations intranet page and tracking compliance
• Monthly reporting on all stock records for MC offices including all collated reports received from individual offices
• Coordinating the upload and review of all monthly administrative reports for MC state offices
• Ensuring correct and complete documentation is passed to Finance Department.
• Provide accurate quantification and costs related to facility management, office setup and fleet management input into new proposal budgets
• Establish and ensure delivery of regular procurement from all locations in Nigeria to all relevant staff on a weekly basis
• Any operational related task as assigned by line manager

Training (15%):

• Ensure appropriate capacity is provided for all admin officers regularly on operational structures and systems to improve service delivery for programme implementation
• Be the expert in Malaria Consortium on donor procurement policies, and ensure that implementation adheres to the donor and organizational policies and practices
• Conduct regular staff capacity building forums for specific challenge areas related to procurement actions
• Ensuring correct and complete documentation is submitted to Finance Department.

Person Specification
Qualifications and experience:

• Educated at a Bachelor's level in relevant discipline or equivalent professional experience
• Demonstrated success as an Zonal Admin Manager across all disciplines within regional or national environment
• Experienced in security and safety management in diverse operating environment including those similar to the North Eastern part of Nigeria
• Strong knowledge of major donors’ (USAID, FCDO, BMGF, Global Fund) policies and procedures regards to procurement, grant and financial management.

Work-based skills:
Essential:

• Practised in contract negotiation and management
• Hands on-leader who is a strong motivator
• Strong proficiency with using MS Excel and data analytics
• Up to date knowledge of best practice using advanced operational and quality tools
• Experience in designing, writing and implementing policies and procedures
• Committed to the mission of Malaria Consortium and its values.

Salary
Competitive.

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Job Purpose

• The Logistics Officer will be responsible for general operational and logistics planning for Malaria Consortium activities in Nigeria.

Scope of Work

• The Logistics Officer will support project logistics planning, implementation and regular updating.
• They will conduct general logistics and operations support in accordance with the Malaria Consortium policies.

Key Accountabilities
Travel Management (40%):

• Organise and book all national and international flights based on approved Travel Authorisation Forms (TAFs).
• Organise all airport pickup and drop offs with Malaria Consortium or hired vehicles.
• Provide international travelers with letters of invitation and visa support letters as required.
• Prepare and coordinate the receipt of MC logistics brief for all planned travels internationally and locally in conjunction with other delegated admin personnel
• Record and submit a monthly movement tracker related to ocal and international flights based on TAFs received.
• Ensure the ‘Country Visitor Information Guide’ is up to date and accurate and available to visitors on the Malaria Consortium Intranet page
• Organise and book Abuja accommodation required by visitors or staff for work purposes.

Operations Management (30%):

• Organising  general Malaria Consortium seminars/workshops/conferences including other related events as assigned.
• Provide advice/support to project managers in designing and organising travel plans, events, workshops and conferences.
• coordination of all logistics related procurements in line with  Malaria Consortiums standard procurement processes.
• Coordinating, Organising and tracking of logistics briefs related to  MC Travel plans using flights, taxis, rental cars and/or Malaria Consortium vehicles as required .submitting documents as part of a monthly movement tracker
• managing all payment processes related to travel, logistics and event plans made on behalf of Malaria consortium.
• Support on any other logistics and operations related task provided by line manager.

​Fleet Management (30%):

• Manage the Abuja based drivers, including planning the driver roster, driver training as required and performance reviews.
• Conduct driving assessments for all new Malaria Consortium drivers in Abuja
• Ensuring that all drivers have valid driver’s licenses and have completed a valid eye test.
• Ensure all Malaria Consortium vehicles in Nigeria are registered and have required vehicle insurance with submission of regular tracking tools on same
• Ensure logbooks are completed for all trips, with all logbook data collated into the Fleet monthly report for Malaria Consortium abuja office and coordinating the reports for other MC offices.
• Provide monthly analysis of the fleet report to the Abuja Office Manager, including fleet costs analysis, issues and recommended actions for fleet improvements.
• Manage all fuel usage and costs for Abuja based vehicle used by Malaria Consortium.
• Source and book rental vehicles, following the Malaria Consortium Procurement Policy, as required to supplement Malaria Consortiums fleet needs.

Person Specification
Qualifications and Experience:

• Degree or similar qualification in Administration, Supply Chain Management or related field.
• 3 - 5 years experience working in an operations related role specifically in administration or event management.
• Proven writing skills in English.
• Ability to work effectively and sensitively with staff in other locations.
• A collaborative and flexible style, with a strong service mentality.
• Facilitation and coordination skills.
• Excellent Microsoft skills.
•  Attentive to detail.
• Highly organised.
• Flexible and self- motivated.
• Excellent written and oral communication skills.
• He/she must clearly display the ability to effectively prioritise and perform to tight deadlines.

Work-based Skills and Competencies - Essential:

• Excellent interpersonal and communication skills.
• Excellent computer skills with proficiency in Microsoft Word, Excel and Powerpoint.
• Demonstrable driving skills and a valid driving license.

Salary
Competitive.