Procurement/Logistics and Administrative Coordinator at Oxfam Nigeria

Oxfam is a confederation of 17 AffilIates committed to creating a just world without poverty. In Nigeria Oxfam works in the areas of Economic Justice/Sustainable Livelihoods, Humanitarian programming to save lives, Advancing Gender Justice and Good governance, adopting a rights based approach.

Christian Rural and Urban Development Association of Nigeria (CRUDAN) is a Christian, not-for- profit, Non-Governmental Organization, working to ensure that Nigerian communities experience sustained food security, improved household nutrition, economic justice, natural resources management. disaster risks reduction, conflict transformation and humanitarian aid without bias to faith, gender or ethnicity.

Development Exchange Centre (DEC) is a non-government, not-for profit organization with a mandate to support rural and urban women to improve living conditions. This is pursued through the provision of social and micro finance services for socio-economic empowerment.

Oxfam, CRUDAN and DEC seek to employ qualified candidate to fill the position below for the anticipated four year EU-funded pro resilience action (PRO-ACT) aiming at building food security and resilience in Northern Nigeria:

Job Title: Procurement/Logistics and Administrative Coordinator

Location: Abuja
Job Family: Property/Logistics
Level: C2
Duration: 4 years
Reporting to: Business Support Manager (BSM).

Oxfam Purpose
To work with others to find lasting solutions to poverty and suffering.

Team Purpose
To deliver Oxfam's strategic and operational Resilient Food security and Livelihood priorities in Nigeria and ensure innovative and quality programme which is shared within Nigeria, the West Africa Region and beyond.

Job Purpose

• To play a leading role in support to the procurement within the country office and partners alike in meeting internal and external procurement and supply value chain for effective and efficient programme delivery, coordinating Oxfam's programme activities relating to Supply and Logistics both in Abuja, Kebbi and Adamawa. 'Supply and Logistics' refers to a broad set of operational and support activities related to requirements planning, procurement and delivery of materials and services, management of fleet and transport.

Dimensions

• Overall management and implementation of country logistics / supply policy ensuring that authority and procedures are adhered to and followed, to promote and integrate their best practice at national, states and partners offices funded from the Country programmes
• Inform, train, build capacity, empower and monitor Country Office (CO) teams to lead on procurement and logistics compliance , management of, and supply chain on, unrestricted & restricted funding in Oxfam's .management information systems
• Provide support to the staff and partners on good quality donor & financial procurement/logistics administration, development of procurement plan and monitoring tool/framework. This includes assessing & assuring the quality and accuracy of compliance to donor and Oxfam's procurement standards and specific contract terms and condition with clear audit trails and supporting documentation.
• Monitoring and advising on the procurement/supply chain/warehousing management consistency & operation of the Oxfam systems for full donor contract management.
• Influence the development of strategy, supports operational implementation and develops solutions to diverse and simplify complex problems within organisational policy
• Handling and ensuring the procurement thresholds, vetting processes are followed, response to queries on logistics and administration related matters from donors/partners/finance and non-financial staff
• Contribute to effective project logistics monitoring including proactive and smart management of restricted and unrestricted funds
• Support enforcement of local laws and OGB corporate & regional standards & procedures including 'Know Your Client' (KYC) checks and prepare required reports
• Contribute to comprehensive risk assessment, monitoring and supporting good quality risk management for both financial and donor contractual activity across the projects operating in the country to include partners funded compliance to procurement/logistics requirements
• To contribute to the development of logistics/procurement policies, procedures and strategy and systems enhancements
• Produce regular and ad hoc management reports as agreed with line manager in line with the post holder's objectives

Key Responsibilities

• Overall management and implementation of country logistics / supply policy ensuring that authority and procedures are adhered to and followed, to promote and integrate their best practice into the Country programmes
• Monitor actions agreed by management in their monthly, quarterly management reports and flag exceptional issues arising from this analysis with country and line management
• To ensure the development and maintenance of a database of appropriate suppliers, equipment and specifications able to supply Oxfam programmes and to share and promote this information with the staff and partners and other technical staff review the quality and accuracy of asset and stock verifications
• In conjunction with the BSM develop capacity building & succession plans and related staff development activities to support
• To travel to the field and partners’ offices as required supporting the effective delivery of the role.
• To carry an appropriate risk assessment aim to strengthens the compliance and plan to overcome weaknesses of country logistics operations
• Support staff in the country to monitor and comply with the restricted funding from day to day by appropriate us e of checklist that monitors programme, finance and logistics requirements
• Develop procurement plan, monitor implementation and update regularly
• Review overdue, due and in process logistics for adequacy of resources to complete, assess underlying issues making them overdue, how to resolve, and ensure good communications with line managers to achieve this
• Develop and agree priorities for assuring quality and respecting donor requirements.
• Review & sample contract project documentation to ensure that key documentation such as proposals, contracts, amendments, reports, budgets, spend reports and other grant management documentation is:
• Easy to access in relevant and appropriate formats
• Complete and accurate
• Properly supported and evidenced
• Procurement & tendering processes and procedures have been followed
• Warehouse and Asset management policies have been correctly observed
• Correctly allocated to contracts
• Any other duties as agreed with line manager and included in performance objectives

Skills, Requirements and Competence
Essential:

• Highest levels of personal integrity and accountability
• Master's degree in Procurement/Logistics/Business or equivalent
• At least five (5) years experience in procurement/logistics and working with institutional donors environments
• Strong understanding of best practice logistics/financial systems and policies/procedures
• An understanding and experience of auditing techniques and tools
• Good grasp of institutional donor requirements
• Proven experience of managing funds raised from institutional donors such as EU, ECHO, OFDA, DFID,
• Experience of capacity building in relation to procurement/logistics development and administration as well as coaching and mentoring skills
• Strong project management and presentation skills
• Experience and ability to contribute to cross-departmental projects
• Proven knowledge and experience of computerised contract and logistics systems as well as advanced Excel skills
• Demonstrable experience with tender and consortium bid budget development and financial management
• At least two years working in a supervisory position
• Ability to delegate, coach and develop staff
• Ability to work on own and as a team player
• Ability to manage competing priorities and produce consistent high level outputs
• Good analytical, reporting and financial skills
• Thoroughness and attention to details
• Excellent communication & interpersonal skills
• Able to identify, prioritise and recommend actions to mitigate risk
• Fluency in verbal and written English

Desirable:

• Knowledge of West African local laws related to finance
• Proven skills in motivating multi cultural and multi sectoral teams
• Ability to communicate potentially sensitive information appropriately, both verbally and in written form
• Awareness of gender equity principles and commitment and interest in developing these within Oxfam

Staff reporting to this post:

• Two or more staff

Budget Responsibility:

• None but strategic monitoring and probity requirement

Remuneration
Remuneration is Based on the National Salary Scale of Nigeria Country Office

Application Closing Date
6th July, 2015.

How to Apply
Interested and qualified candidates should send application letter and curriculum vitae in English to: [email protected]

For enquiries contact: [email protected] for Oxfam, [email protected] , for DEC-Bauchi and [email protected] for CRUDAN.

Note: Applications sent to the enquiry email will be disqualified.