Vacancies: Program Associate, Procurement Administrative Associate
John Snow Inc. (JSI), a US based international Public Health consulting firm, manages five (5) projects/contracts through its integrated office in Abuja, Nigeria. Through the Partnership for Supply Chain Management consortium, JSI implements the Supply Chain Management System (SCMS) project for the US Government as part of the US President’s Emergency Plan for Aids Relief (PEPFAR). The purpose is to establish and operate a safe, secure, reliable and sustainable supply chain management system to procure pharmaceutical and other products needed for the care and treatment of persons with HIV/AIDS and related infections. JSI implements the USAID /DELIVER project, funded by the United States Agency for International Development (USAID), a global technical assistance project aimed at increasing the availability of essential health supplies through procurement services and assistance designed to strengthen health commodity supply chains in developing countries. JSI also provides services under two contracts with the National Agency for the Control of Aids (NACA), a Principal Recipient of Global Fund Round 5 and Round 8 grants. Lastly, JSI is a subcontractor for the DFID-funded PATHS2 project, the purpose of which is to improve the financing, management, and delivery of sustainable, replicable, pro-poor health services for common health problems in five states.
Position: Program Associate (2)
- John Snow. Inc. is seeking to fill a newly created position. Program Associate, who will be expected to assist with program implementation across the projects in support of the five projects/contracts described above.
- The Program Associate will report to the Deputy Chief of Party (SCMS or DELIVER), who will be his/her supervisor.
Responsibilities may include, but are not limited to, the following:
- Provide administrative support to DCOP, Directors, and Associate Directors as needed (e.g. locating & assembling technical material, copying & filing).
- In consultation with DCOP. Directors and Associate Directors, organize and schedule business meetings as assigned; ensure conference rooms and other venues are reserved: and coordinate transportation if necessary.
- In consultation with technical staff and the Finance & Administration (F&A) department, and in collaboration with office administrative staff, organize and schedule training programs and workshops, including but not limited to: identifying and reserving venues, specifying accommodations needs, specifying and arranging for food & refreshments, identifying and assisting transportation options, providing necessary audio-visual and other equipment and supplies, arranging for the timely production of approved training materials;
- Assist DCOP, Directors, Associate Directors and other project staff with other administrative tasks as needed.
- In coordination with JSl office administrative staff, assist visiting JSI staff and consultants with administrative support, housing and transportation, and other tasks as assigned;
- In consultation with technical staff and F&A department, prepare Purchase Orders required for technical and other project-related activities (e.g. training, conferences)
- Attend team and other technical and administrative meetings as assigned: in consultation with supervisory staff, prepare and circulate in advance meeting “agendas; prepare and circ minutes of meetings; and following review by supervisory- staff, revise and circulate finalized minutes (after review as appropriate) including following upon outstanding tasks identified during the meetings.
- In consultation with DCOP, maintain up-to-date project work plans, including but not limited to status updates for individual workplan activities and associated documents for all the projects as appropriate.
Qualifications
- Applicants for this position should possess the following minimum qualifications:
- University degree;
- At least 2 years’ work experience assisting training, technical assistance, or related programs (with an international NOG preferred);
- Strong analytical and problem solving skills
- Experience with a US AID funded contract or grant is a significant plus.
- Able to understand and follow specific instructions
- Strong written and verbal communications skills in English required. Good interpersonal skills with a demonstrated ability to work as part of a team
- Ability and willingness to travel outside Abuja
- Excellent computer skills – good knowledge of MS Office applications
- Ability to perform multiple tasks simultaneously and to meet demanding time-lines
- Strong organizational skills.
Note: Interested applicants should submit cover letter and resume by e-mail to: Program_associate@ng.jsi.com
Position: Procurement Administrative Associate
This is a full-time position and the successful candidate will be employed by JSI Research and Training Institute, Inc. as the implementing partner of SCMS Nigeria. The Procurement Administrative Associate will provide administrative support to Procurement Department JSI/SCMS Nigeria office to ensure full, accurate documentation per JSI/PFSCM/USAID procurement rules and regulations and to assist other tasks as assigned. S/he should have strong organizational capacity and ability to modulate an efficient system to ensure proper recording / tracking of all procurement activities and providing up-to-date information for the purpose of Project management.
Report to: Director Procurement/SCMS Nigeria
Responsibilities:
- Maintain an efficient filing system for the Procurement Department;
- Ensure that all files are up-to-date and audit ready at all times in compliance with SCMS procurement policies and file check-lists;
- Upload all procurement documentation on web-based Knowledge Tree Explorer in compliance with SCMS SOPs.
- Manage database for reputable vendors for goods and services and generate reports management use.
- Liaison with procurement advisors and front desk for posting all RFQs at the SCMS/Nigeria procurement Notice board and maintain a log for all solicitations;
- Assist Custom Clearance Advisor in preparation of documentation for timely clearance of all shipments;
- Assist Warehouse officer in pre and post delivery documentation.
- Assist in preparation of weekly / monthly / quarterly procurement tracking sheets and generating various procurement reports;
- Assist in preparing and submitting vendor payments to Finance Unit and keep track of all payments processed;
- Perform other specific assignments as agreed with SCMS Nigeria Director of Procurement.
Qualifications:
- Applicant must possess Bachelor’s degree in management or equivalent qualification
- At least two years work experience in procurement or administration.
- Experience with USA ID funded procurement is preferred.
- Knowledge of USAID rules and regulations is required.
- Strong computer skills, including sound knowledge of Windows and Micro office applications including; Outlook, Word. Excel and Power Point.
- Fluency in spoken English and ability to write reports and documents in English is required.
- Strong organizational skills and ability to work in a team-oriented, culturally diverse environment
- Self driven with a high sense of quality, accuracy and efficiency.
- Ability to handle multiple tasks simultaneously, set priorities, and work independently
Note : Interested applicants should submit cover letter and resume by e-mail to: procurement_associate@ng.jsi.com
Application Procedure:
These are full-time position based in Abuja; Salary will be commensurate with experience history. JSI offers excellent benefits.
Interested applicants should submit cover letter and resume by e-mail to the email addresses indicated above for each position above. Salary requirement should be included with application. Be sure to write position applied for in the subject line of your e-mail.
