Job Vacancies at EngenderHealth

JOB SUMMARY
Reporting to the Administration and Procurement Manager, the Senior Administration & Procurement Officer will work with other members of the team to provide efficient and effective support for all categories of staff and external stakeholders to provide administrative, procurement and logistics support in the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Ensure procurement of goods and services for the project are conducted in a timely manner and are in accordance with USAID and EngenderHealth rules and regulations while ensuring the integrity of the process. This will include obtaining quotes from local suppliers in an efficient and timely manner, adhering to EngenderHealth and the corresponding funder policies. Conduct bid review, vendor selection, contract negotiations and draft contracts.

• Ensure engagement of vendors in long term or framework agreements where applicable.

• Collaborate with other members of the team especially the programs and operations teams to anticipate and plan for the organization’s procurement needs.

• Facilitate the implementation of the organization’s procurement plan.

• Maintain and update the vendor database.

• Ensure update of the organization’s procurement tracker and dissemination to the concerned departments.

• Ensure all procurement folders are always audit-ready and periodic checks.

• Review all procurement and payment requests from focal states to ensure accurateness, price and justification reasonableness and compliance with donor and organizations procurement policies.

• Support the administration team in updating and managing vendor contracts and Service Level Agreements (SLAs).

• Maintain the records of assets and equipment for the office in line with the inventory management system.

• Ensure proper authorization and documentation of assets that are issued to staff as per the office/USAID policy.

• Undertake stock inventory and update stock report on a regular basis.

• Ensure timely submission of relevant reports for the department.

• Coordinate the repair and maintenance of office equipment and machinery to ensure that staff work effectively without any disruptions.

• Together with relevant staff ensure that travel & logistics, welfare, and support needs of visiting guests to Nigeria and expatriates are met.

• Support in the maintenance and management of physical office space and project vehicles; including environmental cleaning, local transportation, and maintenance of office equipment, supplies and meeting staff office needs.

• Prepare relevant administrative and procurement reports when needed.

• Perform other related tasks as assigned by the supervisor.

MINIMUM QUALIFICATIONS & EXPERIENCE

• Bachelor’s degree/HND or higher in a relevant field (administration, social science, humanities, other) from a recognized college/university or professional institution.

• Minimum of 5 - 7 years’ experience in Admin and Procurement functions on USAID funded programs in Nigeria will be an added advantage.

ESSENTIAL SOFT SKILLS

• Committed to EngenderHealth’s core organizational values of reflection, inclusion, integrity, respect, and transformation.

• Ability to work under pressure and to meet tight deadlines, with minimum supervision.

• Good interpersonal skills and respectful.

• Honest and trustworthy.

• Ability to handle complex and confidential information with discretion.

PREFERRED SKILLS, ABILITIES, AND FUNCTIONS

• Excellent communication and English writing skills

• Strong interpersonal, written, and oral communication skills

• Conversant with procurement processes and systems and procedures especially for USAID.

• Good knowledge of relevant computer applications.

• Ability to work under minimum supervision.

• Effective time management and willing to work under pressure

• Should be willing to travel to implementing states when required.

• The individual must possess high levels of integrity and honesty.

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JOB SUMMARY
Support the project management and technical work which includes the development of work plans, stakeholder engagement, proposal development, documentation, monitoring, research, and other project implementation activities.

ESSENTIAL FUNCTIONS
Under the direct supervision of the Country Representative, the intern is expected to perform the following tasks:

• Support project coordination and monitor implementation.
• Prepare draft activity and monthly project reports and contribute to the quarterly narrative reports.
• Participate in project research processes.
• Support and ensure a cordial working relationship with the relevant stakeholders.
• Provide support to country office programs
• Support the development of work plans, budgets, and reports.
• Support proposal development and business engagements.
• Assume any other responsibility as assigned by the Country Representative.
• Support to ensure that all finance policies and procedures are adhered to.
• Participate in budget preparation, so forecasts and spending are in line with plans.
• Ensure to use of procedures and relevant protocols that are necessary for carrying out the project activities.
• Support the timely and appropriate use of all procurement and logistics infrastructure for the effective implementation of project activities.
• Perform other related tasks as required and be responsible for reporting and communicating of progress and achievement of the specific assigned task

REQUIREMENTS

• University Education and less than 2 years post NYSC working experience in social development, health-related, international relations any other relevant course.
• A history of productive involvement with local partners, including government, traditional leadership, and civil society.
• Demonstrated problem-solving skills, collaboration experience, creativity, and willingness to innovate.
• Experience drafting project reporting and monitoring project progress.
• Good written and spoken English language skills.

PREFERRED SKILLS, ABILITIES, AND FUNCTION

• Proven capacity to direct, develop, manage and inspire a multidisciplinary and professional team in the field office.
• Intimate knowledge, understanding, and experience of the Ministry of Health and PORALG structures and health systems in Tanzania.
• Ability to prioritize amongst competing demands and working with minimal supervision and organizing in a strict deadline environment
• Be prepared to travel in support of project activities
• Fluency in Swahili and English language is required
• Ability to travel approximately 30% of his/her time to supervise and support field activities.

ESSENTIAL SOFT SKILLS

• Excellent organizational and interpersonal skills.
• Excellent ability to communicate and maintain diplomatic and productive relations with the team; resourcefulness, flexibility, and ability to work in a changing and challenging environment.
• Internet proficiency, as well as proficiency in MS Office (Word, Excel, PowerPoint).

BEHAVIOURS

• Creates strong sense of purpose and commitment within the team and with stakeholders,
• Holds self and others to account to deliver on agreed goals and standards of behavior.
• Strong emotional intelligence including self-awareness.
• Strong commitment to continuous learning.
• Flexible with a ‘can-do’ and problem-solving approach.
• Demonstrates a high degree of professionalism/integrity.
• Strategic thinking and effective contribution to own work and Organisational development.

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JOB SUMMARY
The Finance Intern will generally be responsible for coordinating all vendor payments, ensuring staff advances are processed on time with all necessary documentation, and facilitating payments in workshops/training.
She/he will also assist in receiving and recording the Travel Expense Reports (TERs) and do any other duty assigned by the supervisor.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage and coordinate payment process, staff travel/workshop advance, and adhere to standing operating procedures.

• Receive and Log all TAF, TER, and Invoices before passing for processing.

• Assist both the Senior Finance Associate and the Senior Grant Officer in the process of TER/TAR review.

• Take the lead in the proper filling of all financial documents for smooth data retrieval including stamping of paid vouchers and labeling of archived files.

• Ensuring all vouchers have invoices, receipts, delivery notes, and other required documents before filing.

• Make sure that all vouchers are adequately secured under lock and Key.

• Assist the Senior Finance Associate with general accounting month-end closing procedures.

• Assist the Senior Finance Associate in ensuring financial reports are ready to be sent to DC promptly.

• Ensure all transactions comply with the organization’s accounting policy, Donor requirements, and generally accepted accounting principles

• Handling sensitive or confidential information with honesty and integrity and maintaining the confidentiality of all financial and other job-related information

• Work closely with the Senior Finance Associate on bank issues like: -

  • Follow up on bank statements,

  • Bank cash, and cheques in a timely fashion

• Perform any other duties as will be guided by his/her supervisor

MINIMUM QUALIFICATION & EXPERIENCE

• First degree / Advance Diploma in Accounting from a recognized institution

• At least 1-year relevant practical experience in an NGO setting in Nigeria

• Experience working with a USAID-supported project will be an advantage

• Strong verbal and written communication skills

• Good knowledge of Microsoft Office (Excel, Word, PowerPoint)

• Ability to manage multiple priorities

• Ability to work independently or with minimal supervision

• Excellent interpersonal skills

• Ability to lift and move accounting files

ESSENTIAL SOFT SKILLS

• Committed to EngenderHealth’s core organizational values of reflection, inclusion, integrity, respect, and transformation

• Ability to work under pressure.

• Exceptional interpersonal communication, and teamwork skills.

PREFERRED SKILLS, ABILITIES, AND FUNCTIONS

• Hands-on Computer knowledge with working knowledge of accounting packages/programs including Excel, Sage X3

• Proven technical expertise in the accounting and operations field.

• Conversant with regulatory requirements

• The capacity to be discrete, honest, and disciplined in the management of day-to-day activities