Search for Common Ground (SFCG) is an international non-profit organization that promotes the peaceful resolution of conflict. With headquarters in Washington, DC and Brussels, Belgium, Search’s mission is to transform how individuals, organizations, and governments deal with conflict - away from destructive approaches towards cooperative solutions. With more than 600 staff worldwide, Search implements projects in more than 30 countries across the globe.
We are recruiting to fill the position below:
Job Title: Procurement, Admin & Logistics Coordinator
Location: Port Harcourt, Rivers
Employment Type: Contract
Duration: 6 months
Reports to: The Procurement, Admin, and Logistics (PAL) Manager and be line managed by the Head of Program implementation Niger Delta
Working relations: Working closely with the Finance and Programs team
Job Summary
The Procurement, Admin, and Logistics (PAL) Coordinator will provide the main logistical support to the Niger Delta offices (Port Harcourt, Delta, Bayelsa), liaising closely with the Program Team and the finance team to ensure good recordkeeping, as well as liaising with the Admin officers and assistants to support the smooth running of the office.
The position holder will supervise PAL Officers, Assistants, Drivers, and the Office Cleaning Staff
Responsibilities
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.
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
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
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).
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