Latest Jobs at International Institute for Democracy and Electoral Assistance (IDEA)

• The Procurement Officer has the primary responsibility for implementing the procurement function of the ESGBV programme. Specifically, to administer the process and provide solutions to a wide spectrum of issues related to procurement, ensuring that procurement activities are carried out in accordance with relevant policy and procedures, promoting the principles of best value at all stages of the procurement cycle and reviewing existing policy, processes and procedures and applying improvement.

Duties And Responsibilities
Procurement and Compliance

• Acts as the programme’s focal point in respect to procurement and contract management issues; Plans, manages and co-ordinates all procurement and contracting activities; Reviews and analyzes procurement requisitions;
• Manages all facilities and manages operational costs in state and Abuja office;
• Provides advice, guidance and interpretation to programmatic and administrative staff on the application of International IDEA’s procurement and contract management policies and procedures ensuring that procurement and contracting activities are compliant;
• Provides technical assistance and support on high value and/or complex procurement and contracting cases within with the programme;
• Analyzes existing policies and procedures to identify gaps and propose process improvements. Creates operational guidelines, and leads the implementation of updated processes and innovations.Prepares procurement and contracting related management reports; if necessary, conducts benchmarking analysis and data collection;
• Assists in the development of training tools and materials, including identifying new approaches to promote individual and organizational learning and knowledge sharing;
• Assists and provides advice to the requisitioning team on the full range of procurement issues;
• Conducts procurement compliance reviews for all procurements and monitor procurement compliance of the office;
• Provides procurement capacity training to relevant staff.

Safety and Security

• Acts as the safety focal point for emergency evacuation; maintains the emergency evacuation plan, fire prevention checklist and other relevant security documents;
• Provides in country security briefings to staff and visitors;
• Works in conjunction with the Security and Risk Management Officer to monitor compliance of policies, procedures, and guidelines;
• Ensure timely and accurate reporting of safety and security incidents to the Head of Finance and the Operations and Security and Risk Management Officer;
• Collaborates with the Security and Risk Management Officer and International IDEA's security monitoring service provider to ensure mission security risk assessments are completed.
• Carries out other duties and responsibilities as related to the post that may be assigned from time to time.

Safeguarding

• Shares responsibility and obligation to safeguard and protect populations with whom they work, including adults who may be particularly vulnerable and children;
• Has a shared duty to safeguard from the following conduct by staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, or adults at risk; and any form of trafficking of persons.

General Profile

• Requires in-depth knowledge, excellent skills and relevant experience in the field of procurement management, purchasing and tendering;
• Can work with minimal guidance and supervision;
• Adds value to team-based activities in their unit; collaborates with other entities of the Institute;
• Acts as a model and mentor for less experienced colleagues;
• Can be expected to travel globally to any geographical area involved in their projects;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Acts in accordance with International IDEA’ s core values; Respect, Integrity and Professionalism;
• Integrates a rights-based approach, gender, and diversity perspective in all activities.

Reporting line

• Finance and Operations Manager, Nigeria

Education And Experience

• University degree in Procurement Management, Accounting, Business Administration, Economics, Finance or related discipline; Full or part professional qualifications in procurement, finance and accounting, for example ACCA or CIPS is considered an advantage;
• A minimum of five (5) years of relevant professional experience in procurement management and proven experience in procurement policy development, to ensure successful implementation;
• In-depth knowledge and experience of compliance and procurement policies, practices and processes applied by international organizations.
• A minimum of two (2) years experience in managing teams;
• Experience of working in an international context, e.g., an intergovernmental organization, considered an advantage;

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• The State Administrative Assistant provides sound logistical and administrative support to the ESGBV, Project in the State that enables the team to achieve their outcomes and targets; working in close coordination with the Abuja Office and in collaboration with International IDEA’s Africa and West Asia Regional office.

Duties and Responsibilities

• Ensures the timely provision of administrative and logistics services to the State Office, programme staff, consultants and teams;
• Handles administrative requests and queries from the State Project Coordinator;
• Contributes to the preparation of Terms of Reference and other contractual documents for consultants and service providers, ensuring all supporting documentation is in line with relevant policies and procedures;
• Initiates and processes programme related procurements (Procurement of services, goods, & events) in line with International IDEA policies and procedures;
• Provides timely data on costs (hotel accommodation, venue and transport) to the state team to support preparation of budgets and analysis;
• Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, etc.); Assists with the preparation of meeting materials;
• Handles all travel arrangements (hotel accommodation, transport etc.) for staff and consultants as requested, and raises the relevant purchase requisitions as well as assisting in processing invoices and circulating key documentation for signature;
• Seeks feedback from visitors and staff to ensure quality control of travel arrangements (hotels, venue, transport etc.);
• Develops and updates the contact details of service providers (hotels, venues etc.) in the State;
• Leads protocol arrangements for the State Office; Processes official documentation; Liaises with various government offices and departments in consultation with Abuja Office and International IDEA’s Africa and West Asia Regional Office;
• Supports all administrative processes affecting the arrival, presence and exit of project staff (internal and external);
• Manages State Office inventories, and procurement in an efficient, and cost-effective manner;
• Ensures appropriate service contracts are in place for the State Office and necessary services of equipment are completed in line with agreed schedules;
• Manages the schedule of the State Office Driver including vehicle maintenance and ensuring that the Drivers complete and record details of all the vehicle safety checks;
• Ensures regular fire drills are completed, fire equipment is maintained and that any security issues are reported promptly to the management team;
• Assists with the registration of internal/external communications and institutional documents;
• Assists with the implementation of safety and security policies and procedures, providing administrative and logistical support on security related matters;
• Carries out other duties and responsibilities as related to the post that may be assigned from time to time.

Safeguarding

• Shares responsibility and obligation to safeguard and protect populations with whom they work, including adults who may be particularly vulnerable and children;
• Has a shared duty to safeguard from the following conduct by staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, or adults at risk; and any form of trafficking of persons.

General Profile

• Has developed knowledge and specialized skills through formal training or work experience and considerable on-the-job experience;
• Adds considerable value to team-based activities in their unit, and likely to act as an informal resource for colleagues; Collaborates with other entities of the Institute as required;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Acts in accordance with International IDEA’s Core Values; Respect, Integrity, and Professionalism;
• Integrates a rights-based approach, gender, and diversity perspective in all activities.

Reporting line

• State Project Coordinator, ESGBV

Education and Experience

• Ordinary National Diploma (OND) and preferably business and/or secretarial education; University degree in administration, business, or other relevant discipline considered an advantage;
• Minimum of three (3) years’ experience of working on project logistics for an international organization;
• Experience of working in an international context, e.g., in an NGO, an intergovernmental organization, considered an advantage. · Previous or current experience of working in the State is desirable.