Job Summary
The position supports the Finance and Operations Director in coordinating the procurement and administration functions of ELA, to ensure adherence to timeliness, cost-effectiveness, efficiency, and effective management of goods and services.
Duties and Responsibilities
Administration and procurement:
Support in the development of procurement policies and compliance enforcement
Coordinate procurement processes including effective management of RFQs, RFPs, bid analyses and evaluations, drafting procurement contracts, and reviewing supplier deliverables
Perform due diligence and vetting of suppliers and service providers
Reviewing supplier /vendor contracts and service level agreements (SLAs) for approval as needed.
Develop and maintain vendor database, all country’s asset register maintenance, and implement and sustain a reliable tagging system for central team and each country office
Ensure timely delivery of goods and services as per the agreed terms and conditions, as well as invoicing and timely payment of bills
Ensure compliance with procurement SOPs
Process LPO’s in the system and ensure same is delivered to contracted vendors
Receive, review and process vendors invoice through the ERP
Provide oversight and management of the movement of items and assets in the stores
Manage and coordinate all travel (local and international)-related matters, including liaison with travel agents, transporters, foreign missions for visas, accommodation /hotels etc.
Management of the office lease/s and operational legal contracts.
Ensure timely attendance and provision of all office requirements/supplies including equipment, furniture and fittings, office supplies and stationery, kitchen supplies IEC materials etc.
Coordinate timely insurance (including renewals) of office fittings, fixtures and equipment and all other office equipment
Ensure timely identification and attendance to any office/equipment repairs and maintenance needs
Development of budgets for the office running costs and sharing with finance for consolidation
Monitoring actuals against budget for all office related expenses
Supervising the Administration Associate and office support outsourced service providers
Any other responsibilities as may be assigned by the direct managers.
Provides procurement advice and capacity building to both procurement and non-procurement staff at central and field offices.
Participates in preparation of procurement plans as per the program/departmental needs.
Leads in asset verification exercise and ensures all assets are insured.
Support event planning, including sourcing and booking venues as per the requests from various departments.
Reporting
The Senior Administration and Procurement Associate shall report to the Finance and Operations Director.
Qualifications and experience
A University Degree in Business Administration, Project Management, and or procurement fields from a recognized institution
A Masters in Business Administration or Development Studies is an advantage
Training in leadership or management course(s) in addition to the degree is desired
At least five years’ work experience in a reputable organization in a similar or equivalent position
Required Skills and Competencies
Meticulous organizational and prioritization competence, with attention to detail
Proactive attitude and ability to take initiative and work independently
High energy levels and emotional intelligence
A good team player
Strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines in a multicultural setting
Excellent knowledge of all computer applications
Superior oral and written communication skills in English and other local languages
Knowledge of French and/or any other foreign language is an added advantage
Good planning and coordination skills and ability to prioritize competing priorities effectively.
Good negotiation and relationship management skills.
Apply via :
teachingattherightlevel.org