Job Opportunities at IPAS Nigeria

Job Requisition ID: R829

Job Description

• The Procurement Associate provides administrative, programmatic, and operational support to the Contracts, Grants, and Compliance (CGC) unit of Ipas.
• This position assists with various administrative tasks, including procurement support, event planning and logistics support, and contingency worker setup to enable team members to focus on departmental-level and organizational objectives.
• The Procurement Associate proactively identifies improvements to processes and systems that support the effectiveness and efficiency of the CGC unit.

Primary Responsibilities

• Managing the Procurement outlook inbox and assign/forward emails to the responsible team members to address the issues stated in the email.
• Updating the Procurement Status Tracker with relevant information from the Procurement Outlook inbox and Buyer Workday inbox.
• Downloading requisition supporting documentation from the procurement Outlook and uploading them into the relevant folders in the Procurement Team Luna site and Workday and ensuring that the documentation is complete and up-to-date. 2
• Following up on daily emails from AmberRoad to review new and existing partners and make decisions about them or escalate, as necessary. Provide ongoing review and resolve any issues with suppliers on “hold” in Workday.
• Supporting teams to complete the Change Order Request (COR) form and submitting change orders in Workday and requesting any supporting documentation, including completed COR form, draft agreement amendment, etc.
• Review procurement supporting documentation for completeness and accuracy and follow up with requesters via email as needed.
• Submitting supplier requests in Workday and requesting supporting documentation, including financial data sheet, W9 (US suppliers only), Consultant biodata, etc., from requesters/PMs.
• Support the monthly and ad hoc close of purchase orders (POs) and requisitions.
• Initiating requisitions and change orders for goods and services required by the Contracts, Grants, and Compliance unit or the Finance cone.
• Support in reviewing and sourcing requisitions in Workday. Creating and issuing POs and ensuring that all relevant documentation is uploaded before the POs are approved and issued.
• Support in drafting and finalizing purchase orders, consultant, grant, and subaward agreements and amendments in line with Workday purchase order information and other supporting documentation.
• Providing back-office and coordination support to the Ipas Procurement team in preparing and executing physical/virtual training or collaboration sessions with country nodes, other nodes, and buyer TWG/CoP meetings.
• Coordinating with the BAM-IT department and requesting departments to follow up on contingent worker requests, ensuring that the process has been initiated in Workday.
• Attending weekly meetings of the Contracts, Grants, and Compliance unit (CGC), monthly finance meetings, and any other meetings as may be required for this role.
• Provide event planning and logistics support for virtual and in-person meetings organized by the Finance Cone or CGC unit.
• Any other duties that may be assigned during the period of engagement.

Technical Requirements (Qualifications and Experiences)

• Bachelor's Degree in Business Administration, Finance, Supply Chain Management, or related field.
• Verbal and written English language capabilities.
• 2-4 experience in a finance or procurement related role, preferably in a nonprofit organization.
• Detail and customer-oriented, time management and good problem-solving skills.
• Ability to communicate (orally and written) with diverse audience Knowledge and/or user experience of any ERP/financial and other business systems including MS Office Suite/apps, including Microsoft Word, Excel, PowerPoint, Outlook, and Sharepoint.

Preferred Skills:

• Language skills in French, Spanish, and/or Portuguese
• Working knowledge of Microsoft Sharepoint and other Microsoft 365 applications.
• Knowledge and use of virtual videoconferencing tools, including Microsoft Teams and ZOOM, Google apps, and other online collaboration tools.
• Non-profit experience in the Global South, especially experience related to Finance, Procurement and/or Logistics/Supply Chain Management
• Working knowledge of women’s sexual and reproductive health and rights
• Availability to travel (up to 20%).

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Job Summary

• The Senior Advisor, Programs supports the Country Director's work at a national level. This position collaborates with the Country Director in developing quality proposals and bids.
• S/He leads project design, implementation, monitoring/routine tracking, evaluation and learning.
• S/he will supports external engagement needs.
• S/he will works closely with the Country Director, Technical Leads and other team members to ensure good stewardship of donor funds and pursue additional funding opportunities.
• S/he will ensure the capturing of adequate information on our advocacy accomplishments, monitoring our work and the use of these information to inform learnings to advance our strategy and approach.
• S/He will lead quality & timely donor reporting (financial narrative) report.

Primary Responsibilities
Leadership:

• Lead the review, development, implementation, and monitoring of Ipas Nigeria Program strategies and work plans to ensure organisational competitiveness and differentiation
• Contribute to new business efforts by sourcing for and responding to RFPs, E.O.Is, grants, and other funding opportunities
• Serve as a strategic partner to the Country Director in developing and implementing the team’s strategic goals, including setting short and long-term goals; reviewing and reporting progress; ensuring alignment with Ipas strategic priorities

Financial and Risk Management:

• Advise the Country Director on project budget and resource allocation.
• Work collaboratively with Finance and Operations team to ensure compliance with donor and Ipas processes and guidelines
• Leads regular, high-level reviews of project progress and financial monitoring across the program, identifying opportunities for increased cost efficiency 

Communications and Engagement:

• Cultivate strategic relationships and generate opportunities for nationwide partnerships, collaborations, and initiatives
• Regularly update the country office on the progression of programs
• Ensure maximum visibility of Ipas amongst the NGO community in the country

Technical Delivery
Program Planning, Management, and Implementation:

• Lead development of annual work plans and ensure that agreed activities and targets are fully accomplished, meet expected technical and management quality standards, and are delivered on schedule and on budget
• Lead activity planning, implementation, monitoring and evaluation to ensure alignment and contribution to country strategy
• Develop timely result-based reports, annual work plans, and project monitoring tracking matrices for the country projects and relevant project narratives and updates
• Ensure quality and timely submission of quarterly and annual or required Program and Project Performance Reports as per desired standards and guidelines
• Analyse data gathered and propose alternative strategies for program implementation
• Lead regular reviews to ensure program and strategic plan level results are on track; focus on addressing challenges

Program Learning and Reporting:

• Promote evidence-based learning
• Develop a system of incorporating learning feedback to influence the continued improvement of the programs
• Ensure appropriate tools are revised and used for data capturing to improve programmatic decision-making processes.

Fund Raising and Donor Relationship Management:

• Contribute to new business development efforts.
• Support the Country Director in developing and managing the relationship with country donors.
• Contribute to the development of program ideas into quality grant proposals
• Collaborate with team members to respond to potential funding opportunities

Minimum Requirements

• Bachelor's Degree but Master's Degree or higher (or an International Equivalent) in Public Health or a related field is preferred.
• Certification in project management. Qualification in Humanitarian action and/or Project Cycle Management and/or Monitoring & Evaluation.
• Demonstrated skills in leadership, planning, management and technical skills on  health systems strengthening and community programs.
• Three (3) or more years of leading program operations and implementation experience
• Experience with interfacing with senior government officials and entities
• Skilled in strategic planning, monitoring, learning and evaluation
• 5 or more years of program implementation experience in the SRHR sector

Competencies:

• Communication & Collaboration-Actively listens and communicates -connects easily with her/his team and gains their trust and respect. Works well across all organisational teams. Demonstrates clear and concise information and idea sharing
• Steward resources- Implement ways to reduce the inefficient use of resources or pass the ideas on to someone who can make them happen
• Deliver results: Prioritise, plan and monitor own work to meet own and team deliverables to agreed performance and quality standard
• Strive for improvement: Seek better ways of doing things, taking into account the possible implications