Vacancies: Administration Officer, Procurement and Logistics
Marie Stopes Nigeria (MSN) is a results-orientated non-profit Social Enterprise, which uses modern management and marketing techniques to meet the needs of the underserved and dramatically improve access to high quality family planning and other reproductive health services in Nigeria. MSN is part of Marie Stopes International’s Global Partnership, which operates in over 42 countries worldwide.
MSN is currently engaged in creating and expanding access to reproductive health (RH) services for low income women and couples in Nigeria. The outlets for its RH services include MSN owned static clinic and rural Outreach programs. MSN has now finalized preparations to launch social franchising as its third outlet for the delivery of RH services through networks of private providers.
The core responsibility of this posts is to use your:
- Initiative
- Energy
- Persistence
- Results Orientation
- Drive
- Integrity
- Enthusiasm
- Commitment to personal development
To further MSI’s partnership mission of: empowering individuals to have children by choice not chance
Position: Administration Officer
Location: Abuja
Reporting to: Administration Manager
Responsibilities:
- Oversee flight bookings, and arrangements for accommodation, airport transport, visas, per diems and any other support required by team members and visitors to MSN
- Manage the use of MSN’s fleet of vehicles and where necessary of taxis and contracted vehicles in accordance with MSN’s Travel Policy and Security Policy, ensuring cost-effectiveness and safety are prioritized.
- Ensure that the head office, including the surrounding property, is well maintained, decorated and cleaned and exudes international reputation for quality and professionalism
- Provide support to regional offices and clinics in ensuring that standards of maintenance, decoration and cleanliness similar to that of the head office are maintained
- Ensure that property leases are maintained and that MSN and landlords or their agents fulfil their respective duties as outlined in leases
- Ensure that MSN’s IT systems and infrastructure are kept in proper working order, protected from viruses and hackers, that software is licensed, and that data is backed up and stored securely off-site
- Ensure that all MSN team members have access to the they require and that IT support can be accessed quickly so as to minimize downtime.
- Work closely with the Procurement and Logistics team to ensure that all IT equipment purchased is good value for money, and fit-for-purpose
- Manage MSN’s Fixed Assets ensuring that all assets are labelled and that a list of all assets and their location is kept up to date by conducting regular audits. Ensure that similar a conducted in regional sites. Highlight discrepancies to the Senior Management Team.
- Where requested, plan, budget and organize events sourcing suitable venue, accommodation, meals and refreshments, equipment, stationery, invitations and information packs, and any other logistical requirements
- Ensure costs are kept to budget
- Assist the senior management team and trustees with all duties related to compliance with MSI and relevant government authority policies
- Take minutes of senior management and trustees meetings
- Other duties as assigned by the Administration Manager
Qualifications, Capabilities/Skills and Experience
- A minimum of 3 years experience in a similar role within an NGO or similar organization
- A relevant tertiary qualification
- Proficiency in Microsoft Outlook, Word, and Excel
- Excellent interpersonal communication and negotiation skills
- Fluent in English with excellent verbal and written communication skills
- Excellent ability to multi-task, manage a workload and high quality, on-time work
- Agreement with the MSI Global Partnership’s Mission Vision and Goals (please see www.mariestopes.org )
Position: Procurement & Logistics
Location: Abuja
Reporting to: Administration Manager
Responsibilities
Procurement
- Oversee the MSN’s complete procurement process from sourcing suppliers to delivery
- Ensure that a robust system for logging, prioritizing and monitoring progress on procurement requests is maintained
- Negotiate pricing, terms and conditions, delivery schedules, lead time and contingency in line with the specific needs of MSN
- Manage supplier contracts to ensure they are advantageous to MSN and reflect the current market. Maintain and regularly review a list of pre-qualified suppliers.
- Conduct supplier appraisals in line with risk management strategies and ensuring MSI’s quality assurance policies are adhered to for qualifying products
- Ensure that all MSN procurement complies with MSI’s, MSN’s and relevant donors procurement policies and that complete procurement records are readily available for internal and external audits
- Ensure that the procurement process is entirely transparent, that adequate controls are in place, and that complete records are kept of every transaction.
Stock management and logistics
- Formalise and implement MSN stock management policy and system
- Ensure that appropriate stock levels are maintained at all sites, monitor stock levels, consumption and lead times and raise alerts when stock levels reach re-order points
- Conduct monthly stock takes and reconcile physical stock with stock records, calculate and report stock value and consumption on a monthly basis
- Ensure that all stock records are complete, accurate, and up to date in accordance with the MSN’s and / or the donor’s requirements
Fleet Management:
- Ensure that MSN vehicle service plans are maintained in accordance with warranties and or MSN policy
- Ensure that vehicles are kept secure and monitor vehicle tracking reports to ensure that vehicles are used appropriately. Monitor and analyse vehicle log books to ensure that use of fuel, oil and other vehicle consumables are controlled
Drug Registration and/or Importation
- Where MSN decides to register a drug, medical device or equipment:
- Investigate registration requirements, work with MSI to source a suitable supplier and obtain the required documentation for registration
- Ensure that all documentation required for registration is submitted to the appropriate authority, where necessary identify and contract a suitable local agent to manage the registration process
- Any other task reasonably assigned by your Line Manager
Qualifications: Capabilities/Skills and Experience:
- 5 years experience in a similar role within an NGO or similar organization
- A relevant tertiary qualification
- Proficiency in Microsoft Outlook, Word, and Excel
- Excellent attention to detail
- Excellent interpersonal communication and negotiation skills
- Fluent in English with excellent verbal and written communication skills
- Excellent ability to multi-task, and produce high quality, on-time work
- Agreement with the MSI Global Partnership’s Mission, Vision and Goals (please see www.mariestopes.org ).
How to Apply:
If you are interested in applying for any of these positions, please send your application and CV (as a single document) to recruitment@mariestopes.org.ng , quoting the position & location applied for as the subject of the email. Applications that do not follow this format will not be considered. Deadline for application is on or before close of business on Friday 3rd August 2012.
Closing date: Friday 3rd August 2012
