Procurement and Administrative Assistant
Program / Project Support
Location: Abuja, Nigeria
Heifer International is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with some form of disability.
The Organization
Heifer International is a global non-profit organization on a mission to end hunger and poverty while caring for the earth. Since 1944, Heifer International through its work in 21 countries (in Africa, Asia, and the Americas) has supported more than 56 million people around the world to end hunger and poverty in a sustainable way, and millions more now on a pathway to living incomes. Working with rural communities and other stakeholders across Africa for over 50 years, Heifer International supports farmers and local food producers to strengthen local economies and build secure livelihoods that provide a living income. Heifer’s foundation was built on the belief that ending hunger begins with giving people the means to feed themselves, generate income and achieve sustainable livelihoods for their households. Heifer’s global vision for 2020 - 2030 is to close the living income gap for additional 10 million families. This vision is a focused approach for the African continent to support at least 6.47 million smallholder farmers reach sustainable living income. As a part of this commitment, Heifer in 2021, expanded its presence in Africa to include Nigeria, with a goal of supporting at least two million households to achieve sustainable living income by 2030, through (a) strategic private and public sector partnerships, (b) unlocking demand and market opportunities, (c) investing in priority value chains, and (d) leveraging innovation and emerging agricultural technologies to achieve impact at transformational scale.
Heifer is implementing Naija Unlock signature program in locations across Nigeria. The program aims to support the unlocking of the potentials in Nigeria’s agricultural sector to achieve food self-sufficiency by working with smallholder farmers and local value chain actors to increase their productivity and meet local demand for food and raw material, while closing the living income gap for families in the rice, tomato, poultry, and dairy value chains, with plans to add small ruminant value chains.
Key Purpose of the Job
The Procurement and Admin Assistant position will provide support to the procurement and administrative activities of the Heifer Nigeria office, including travel, meetings, events planning, logistics, store management, and vendor management. This position will work closely with the Procurement and Admin Coordinator and provide essential administrative and procurement support for the smooth running of the office.
Main Responsibilities
- Procurement
- Solicitation of quotes, bid tabulation/analysis for goods and services for the Nigeria country program activities.
- Support the vendor identification, verification exercise, and onboarding processes.
- Monitoring budgets for program events to ensure purchase requisitions are in line with the approved budget before initiating procurement processes.
- Provide support in confirming goods received and service completion documents are properly recorded by responsible staff.
- Support with the procurement process for the country office events such as conferences, workshops, trainings etc.
- Support with monitoring and tracking all active contracts due dates.
- Office Administration and Operations
- Coordinate travel management activities such as booking of flight tickets, hotel and car hire reservations.
- Manage the reconciliation of Total Energy fuel cards and tracking of fuel usage reports.
- Support the drivers with monitoring project vehicle servicing due dates and requesting service estimate from service center.
- Work with the project drivers to ensure movements are accurately captured in the vehicle logbook and filed accordingly.
- Manage the country office vehicles registration documents to ensure they are up to date and properly filed.
- Provide support with the coordination of the day-to-day administration of the office, monitor the cleaners to ensure a clean and conducive workspace.
- Regularly update the inventory records for office consumable, such as utilities, hygiene and cleaning materials, stationery supply to prevent stock out.
- Support with the recording new assets purchased, issued/returned, and updating of information in the asset database.
- Work with the office assistant/receptionist to escalate all Heifer office space maintenance required by the building facility management.
- Provide support in ensuring staff monthly communication (airtime and data) is promptly procured.
- Provide Human Resource support when necessary
- Financial
- Work closely with the finance team to confirm accuracy of invoices and ensure that tax elements are properly captured before payment processing.
- Prepare operational office expenses retirement for payment processing where applicable.
- Bachelor’s degree in Social Science, Business Administration, Project Management, or a related field.
- At least 2-3 years of experience in a similar role or related. Experience in an Admin & Procurement role is an added advantage.
- Excellent interpersonal skills with the ability to work cooperatively and tactfully with a diverse group of people.
- Strong organizational skills, with attention to detail and the ability to manage multiple tasks.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Outlook and familiarity with video conferencing apps such as Zoom and data management systems.
- Effective communication skills, both written and verbal.
- Ability to work independently with minimal supervision and adapt to changing work demands.
- Ability to work with sensitive information and maintain confidentiality.
- Accountability
- Professional Excellence
- Humility
- Customer Orientation
- Empathy
- Innovation
How to Apply
Interested persons should click here to apply
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