Administration & Procurement Officer Job at the Management Sciences for Health

Description

The Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health.

We are recruiting to fill the position below:

Job Position: Administration & Procurement Officer

Job Requisition ID: R2896
Job Location: Oyo
Job type: Full time

Job Responsibilities

• Arrange hotel for Nigerian staff, participants, consultants who are coming to the state for assignments.
• Arrange hotel for TDY staff coming to assist Nigeria teams.
• Calendar management, ensuring conference rooms are booked and Meeting/conference/activity logistics and making sure to update the records regularly.
• Arrange spaces for new employees making sure the availability of desks, chairs etc. are ready for them to use on the start day
• Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity.
• Coordinate catering services for official functions within and outside the office location
• All aspects of fleet management (fueling, repair/maintenance, log books, reporting,)
• Assist staff in obtaining visas for international travel (Where Applicable).
• Assist in making international and local travel arrangements.
• Arrange for telephones and internet modems for TDY and new staff, as the case may be.
• Aid and follow up to Expats and TCNs on obtaining Nigerian resident VISAS (where applicable).
• Facilitate the preparation of procurement plan.
• Receives approved Purchase Requisitions (PR) for procurement of goods and services.
• Tracks all PRs, for both local purchases and those requested through Cambridge.
• Determines price reasonableness.
• Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval.
• Inquires immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
• Handles field office purchases when required.
• Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
• Does quarterly or 6-month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
• Capacity Building of Team.
• Also performs other duties as requested by the immediate supervisor.
• Ensures that purchases are made in the best interests of the donor and MSH;
• Assures delivery or pickup of PO for collection of goods.
• Prepares weekly procurement status report and submits to the supervisor.
• Regularly updates the supervisor of all partial collection of the procured goods;
• integrity by any vendor or other
• Ensure that systems are in place in country to ensure that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures
• Systems are in place to Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures.
• Monitor and ensure compliance.
• Other tasks as assigned by the supervisor.
• The responsibilities and duties are indicative only.
• The responsibilities and duties are subject to change to meet the needs of the project, the organization, and the donor.

Requirements

• Candidates should possess a Master's Degree in Business Administration / Finance / Accounts or related field.
• Alternatively a University Degree in Logistics, Supply Chain Management or Business with 4 years of post degree experience years’ or relevant and progressive experience in procurement and supply management.
• Ability to work in a team-oriented environment while maintaining an individual workload.
• Logical and flexible approach to solving problems, especially when working under pressure.
• Experience in a USG donor funded project or NGO preferred.
• Strong numeric skills and attention to detail and quality.
• Monitoring/assessing performance to make improvements or take corrective action.