Procurement, Administrative, & Logistics Coordinator at Search for Common Ground (SFCG)

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, Administrative, & Logistics Coordinator

Location: Adamawa
Job Type: Full-time

Position Summary

• The Procurement, Admin and Logistics Coordinator will be responsible for ensuring that procurement processes at the field office level are being done in line with Search procurement policies and that the office has available fleet of vehicles to support program activities.
• S/he will ensure that the fixed assets at the field office are managed in line with the asset management guidelines and records are properly maintained.
• S/he will also ensure that the stores are well managed with records properly maintained.
• S/he will also support the field office in managing administrative functions including office management, security property management, stores and other related support functions.
• S/he will work under the direct supervision of the Admin and Procurement Manager and closely with the Programs team.
• The position will supervise the Procurement, Admin and Logistics assistants and/or interns. This position will  be based in Yola with frequent visits to other states.

Roles & 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 repairs
• 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.

Collaboration:

• Work with members of the PAL team to draft Local Purchase Order 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.

Qualities should include ability to:

• Actively engage and support the program teams in procurement planning to ensure timely delivery of project inputs and activities.
• Plan and engage with Project Managers to understand contract specifications
• Plan and engage with suppliers to develop a profile of delivery capability which results in effective market engagement.
• Identify, negotiate and implement contract & framework agreements which result in efficiencies in line with financial and forecasting requirements.
• Maintain accurate auditable records of all procurement process which result in high process compliance.

Expected deliverable:

• Vendor database
• Inventory database
• Purchase request tracker
• Lease tracker
• Contract database

Required Experience & Qualifications

• Candidate should have a minimum of Bachelor's Degree or its equivalent in Business Administration, Finance, Procurement, Logistics or Supply Chain Management. Masters degree and Professional qualification in the relevant field is an added advantage.
• At least 3-5 years of professional experience in similar role.
• Experience working with donors including USAID, BPRM, UNHC, UNICEF, DFID,
• ECHO, and EU, and knowledge of specific donor guidelines.
• Experience in working with international organizations at least for 2 years.
• Leadership, supervision, good interpersonal and decision making skills are required.
• Excellent written and oral communication skills in English
• Strong writing skills
• Very good analytical skills
• Ability to delegate duties or request assistance when required
• Strong computer competency with word processing, spreadsheets, and databases.
• Demonstrate high level organizational and time management skills, including the ability to plan and manage workflows and balance competing priorities to ensure timely processing to meet deadlines in a complex environment.
• Demonstrate ability to respond effectively to challenges, work effectively in a cross functional, diverse and busy team environment with minimal supervision.
• Ability to speak Hausa & Kanuri is an added advantage

Competencies:

• Leading and supervising: Has the ability to influence, motivate, and enable others to contribute toward the effectiveness and success of SFCG. Is able to build trust within team and acts with integrity.
• Accountability: Being accountable and passing on accountability for ones 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).

Application Closing Date
17th April, 2024.

Method of Application
Interested and qualified candidates should:
Click here to apply online