A Development Organization is seeking applications from qualified Nigerian nationals for the following positions:
Office Manager
Location of Position: Yola (1) & Damaturu (1)
Position Start Date:
Immediately
Position Summary:
The Office manager will be responsible for organizing all of the administrative activities that facilitate the smooth running of the state office. H/She will maintain effective administrative system, which support the logistics and activities of the program, ensure that office equipment is maintained, relevant records are up to date and that all administration processes work effectively. In addition, H/She will support the program operations by maintaining office systems and supervise support staff. This position will be based in each of the state offices – Yola & Damaturu.
Reporting & Supervision:
The Office Manager will report to the State Program Manager.
Primary Responsibilities:
Primary responsibilities include but are not limited to the following:
- Maintains and organize the office operations and procedures; designing and managing the filing systems; reviewing and approving supply requisitions (stationery, equipment & utility payments); and supervising clerical/support staff (i.e. cleaners, drivers, etc.)
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement
- Vendor Management & Office Administration (Adequacy of Stationary / Provisions / Refreshments / adequacy of Sub Staff) Courier & Dispatch (Inward / Outward / Outstation) / also making record of local maintaining).
- Co-ordination and maintenance of systems related to Housekeeping.
- Managing vendors and keeping track of cycle of all maintenance contracts.
- Maintaining the condition of the office facilities and arranging for necessary repairs
- Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
- Coordinate and maintain the office fleet management and efficient use of project vehicles and other transport services in support of program objectives
- Coordinate travel bookings for the state office – flights, hotel, airport pick up/drop off
- Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
- Achieves financial objectives by preparing and managing budgets for office expenditures; analyzing variances; initiating corrective actions
- Reviewing and updating Health and Safety Policies and ensuring they are observed;
- Arranging regular testing for electrical equipment and safety devices
- Contributes to team effort by accomplishing related results as needed.
- Perform other tasks, as assigned.
Qualifications:
- An HND or Degree in Business administration/Management, Public administration in related field is required
- Minimum of 3 years of relevant work experience.
- Experience working on development funded programs be added advantage
- Demonstrated ability to solve challenging and complicated administrative issues.
- Experience with budgeting and cost analysis.
- Strong organization and communication skills.
- Proficiency at using Microsoft office software: MS Word, Excel, PowerPoint, Outlook, etc. is required.
- Ability to work under pressure and efficiently handle multiple tasks
- Ability to work under own initiative or as a part of a team
- Experience of working in a conflict environment is a plus.
- Fluency in oral and written English is required.
- Must be an indigene and be residence in the work location
- Fluency in one or more of the local state languages in the North Eastern part of Nigeria is required
Field Operations and Logistics Assistant
Location of Position: Northeast – Gombi (1), Yola (1) & Damaturu (1)
Position Start Date:
Immediately
Position Summary:
The Field Operations & Logistics Assistant is responsible for supporting program activities in the project’s state offices. The Field Operations & Logistics Assistant will provide support to a range of administrative and human resources functions and perform a broad range of clerical duties. The Field Operations & Logistics Assistant will be responsible for administrative functions such as collection of monthly timesheets for grant-funded labor, collection, filing and transmission to head office of administrative documentation such as handover receipts, collection of signatures from grantees, ensuring coordination of quantities and timing of shipments and assisting in the compilation of administrative paperwork at the state level. This position will be based at each of the state offices, with program activities expected to be carried out throughout the state. Some travel is expected.
Reporting & Supervision:
The Field Operations & Logistics Assistant will report to the Community Development Facilitator (CDF).
Primary Responsibilities:
Primary responsibilities include but are not limited to the following:
- Provide clerical and administrative support to a portfolio of field-based activities.
- Collect monthly timesheets for grant-funded labor at the state level
- Collect, copy and transmit to the Abuja office administrative documentation such as handover receipts and other grants documentation
- Collect required signatures for handover documents from grantees and project participants
- Coordinate supply and delivery of field based shipments, ensuring that a proper supply exists at the grant site for activities to continue and coordinate with Abuja offices ahead of supply exhaustion so items can be replenished.
- Assist with ordering supplies and inventory management, as needed.
- Provide assistance with trip expense reports, photocopying, ordering reading and learning materials, as needed.
- Assist staff with mailing projects.
- Perform other duties, as assigned
Qualifications:
- Secondary school certificate is desired.
- Minimum of 6 months’ work experience in an office environment is required.
- Ability to multi-task is required.
- Good communication and interpersonal skills are required.
- Problem solving, stress management and time management Skills are required.
- Proficient at using Microsoft office software: MS Word, Excel, PowerPoint, Outlook, etc.
- Excellent record keeping and documentation skills are required.
- Flexibility and ability to work in busy environment.
- Experience of working in a conflict environment is a plus.
- Written and spoken fluency in English
- Must be an indigene and reside in the work location
- Fluency in one or more of the local state languages in the North Eastern part of Nigeria is required
Procurement & Logistics Officer
Location of Position: Northeast – Yola (1) & Damaturu (1)
Position Start Date:
Immediately
Position Summary:
The Procurement & Logistics Officer will support the procurement of goods and services required for a busy international development office under the project task order. S/He will be responsible for (1) ensuring that procurements and logistics operations are carried out strictly in accordance with the IDO policies, regulations and local law; (2) maintaining the complete documentation and filing system for all procurement including the proposal, evaluation reports, negotiation memorandums, award documents, relevant correspondence etc.; (3) serving as the point person related to any procurement of goods and services for the program either for direct use under the project task order, or as part of the in-kind grant of Direct Distribution of Goods and Services (DDGS) activity; and (4) coordinating procurement actions with the program’s technical lead in order to ensure timely and satisfactory delivery of goods and services. This position will be based in each of state offices – Yola & Damaturu.
Reporting & Supervision:
The Procurement & Logistics Officer will report to the Procurement Director and coordination with the State Program Manager.
Primary Responsibilities:
Primary responsibilities include but are not limited to the following:
- Ensure that the procurement process strictly follows the Development Organization rules and regulations.
- Maintain a file system for procurements to allow for efficient documentation and process audits and maintain the privacy of grantees and vendors.
- Maintain files, including: proposal, evaluation, award documents, official contracts and correspondence of all procurements, following policy and local law.
- Assist with preparation of Terms of Reference and/or technical specifications for materials, goods, and services, for contracts, acquisitions, and procurements, in collaboration with the program team. Ensure presentation of sufficient selection that meets requirements of quality assurance, delivery, and transparency.
- Work with vendors of goods and services to ensure quality.
- Assist with invitations to potential vendors to compete offers for the purchase of goods or services including under grants, either through direct, bid invitation, or other mechanism that ensures high standards of transparency.
- Participate in evaluation committees for proposals submitted by the various vendors, according to the solicited terms of reference and regulations.
- Process procurements according to rules and regulations.
- Maintain strict control of budgets, and financial expenditures.
- Coordinate delivery logistics with program team and/or grantees to obtain the required permits including, such as delivery receipts.
- Coordinate transportation, permits, authorizations, insurance, loading and unloading of goods/materials, and financial allocation of related expenses under grants.
- Prepare requests for quotations, negotiate, conduct analysis, and recommend vendors for delivery of goods and materials to grantees.
- Communicate all delivery schedules corresponding to grant and operations procurements, including the projection of related expenses and verify deliveries are complete and timely.
- Perform other tasks, as assigned.
Qualifications:
- University degree in related field is required.
- Minimum of 1-2 years of relevant work experience.
- Experience working on development funded programs
- Strong knowledge of donor procurement rules and regulations.
- Demonstrated ability to solve challenging and complicated logistical issues.
- Experience with budgeting and cost analysis.
- Strong ability to use and develop management and tracking systems.
- Strong communication skills.
- Proficiency at using Microsoft office software: MS Word, Excel, PowerPoint, Outlook, etc. is required.
- Ability to work under pressure and efficiently handle multiple tasks
- Ability to work under own initiative or as a part of a team
- Experience of working in a conflict environment is a plus.
- Fluency in oral and written English is required.
- Must be an indigene and residence of the work location
- Fluency in one or more of the local state languages in the North Eastern part of Nigeria is required
Method of Application
Interested applicants for this positions MUST submit the following documents by 6th November, 2015:
- A current resume or curriculum vitae (CV) listing all job responsibilities AND
- A cover letter.
Please reference the job title and location on the cover letter and resume/CV.
Alternatively, Please Submit Applications to:
PO Box # 20350
ATTN: Human Resources Office
Abuja FCT, Nigeria.
Only short-listed candidates will be contacted.
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