Procurement, Admin & Logistics Coordinator

Procurement Management

• Promptly coordinate Search procurement activities in collaboration with the PAL Manager in line with search and donor policies
•   Coordinate procurement process of goods and services, ensure necessary documentation
•  Ensure Search procurement guidelines are adhered to in all Search offices in Nigeria
•  Enforce compliance with procurement threshold and procedures
• Ensure Search procurement processes are legal and ethical
• Regularly update the PR tracker to reflect stages of procurement for each request
• Conduct quote analysis and draft selection memos
• Interact with contractors in coordination with Admin and Procurement Manager
• Ensure prompt and correct filing of procurement related documents both hard and e-copy
• Support Invitation to bids process.

Administrative & Logistics Management

• Supervise the maintenance of office equipment and oversee repair
• Liaise with the landlord of the office premises and other operational contacts such as vendors, suppliers and courier services to keep the office fully functional
• Ensure that SFCG’s inventory list is updated on regular intervals
• Ensure that the door security system and key management is functioning properly
•  Manage the office fleet and approve any private vehicle hire
•  Oversee vehicle repairs
• Maintain and review office logs on travel, inventory and fuel usage for generator, vehicles etc.
• Support staff travel arrangements, relevant documentation (tickets, accommodation etc.) and any necessary travel support
• Prepare and submit a monthly logistics report about the above to the Procurement, Admin and Logistics Manager.
• Maintain and update vendor’s database for necessary goods and services
• Monitor quality and control cost on various office supplies, stationery, hotel accommodation, transportation and other equipment
• Provide support to HR where needed
• Any other function required to undertake broadly in line with above functions.

Collaborations

• Work with members of the PAL team to draft LPOs for contractors
• Collaborate with the PAL team to ensure a regularly updated inventory tracker for all assets purchased
• Coordinate with the PAL Manager to draft Contracts
• Coordinate with finance unit to ensure payments to vendors are timely
• Collaborate with Program team to ensure seamless support to program activities

Asset Management

• Ensure proper tracking of all Search assets throughout the country
• Accountable for proper tracking of assets using Equipment Issue / Receipt forms
• Support asset verification process and submission of asset reports to the Admin and Procurement Manager for review.
• Ensure spot-checks are done systematically, documented and reported for all Search assets, inventory and equipment. 

Other duties

• Keep colleagues apprised of developments in own area as appropriate
• Contribute to staff meetings, and other internal meetings with appropriate content , views
• and suggestions
• Fulfill requirements of internal staff management processes including performance reviews, supervisory meetings, etc.
• Develop strong relationships with all SFCG colleagues and partners to enhance their understanding of admin/logistics and build their knowledge. 

Qualifications

• 5 years´ professional experience carrying out administrative, logistical and/or operational tasks
• Bachelor’s degree
• Effective oral and written English skills.
• Good level of proficiency in Microsoft Word and Excel
• Good administrative and organizational skills and ability to keep documentation tidy and
• accessible
• High level of attention to detail and accuracy
• Ability to plan and organize multiple simultaneous tasks efficiently
• Ease in communicating with colleagues and third parties via email
• Ability to work independently and ask for clarification where needed
• Excellent phone etiquette
• A demonstrated commitment to high professional ethical standards and a diverse workplace

Strategic Objectives

• Purchasing:  Purchase goods and services at the right time and at the most advantageous price and with proper tax and duty if applicable.
• Inventory: Ensure efficient management of the movement and storage of goods and maintain inventory at appropriate level to avoid excessive or shortage of inventory
• Logistics: Coordinate seamless transportation and accommodation logistics for staff and guest, nationally and internationally
• Administration: Ensure all Jos offices runs smoothly
• Capacity Building: Identify skills gap of your direct reports and facilitate the training required

Your competencies must cover:

• Accountability: Being accountable and passing on accountability for one's own actions and those of colleagues and the organization.
• Attention to detail:  The ability to process detailed information effectively and consistently
• Collaboration: The ability to work effectively with others in order to achieve a shared goal - even when the object at stake is of no direct personal interest possibilities.
• Creativity: The ability to come up with original and innovative ideas and solutions, to adopt points of view outside the usual parameters.
• Focus on Quality: Setting high quality standards and striving for continuous improvement and quality assurance.
• Learning Ability: The ability to absorb new information readily and to put it into practice effectively
• Adaptability: The ability to remain fully functional by adapting to changing circumstances (environment, procedures and people).