Procurement and Logistics Assistant / Officer at Street Child of Nigeria

Street Child is a UK based International NGO working to protect vulnerable children and improve access to education in some of the poorest communities in the world. We work in work in development and humanitarian settings providing a tailored response.

We recognise that the barriers to education are complex and interlinked, and our projects focus on a combination of education, child protection and livelihood support to address the social, economic and structural issues that underpin today’s education crisis.

Wherever we work we partner with local organisations and communities and take an outcome-led approach. We use evidence to drive learning and the constant refinement and scale-up of programmes that create maximum impact for the most children at the lowest cost.

We are recruiting to fill the position below:

Job Title: Procurement and Logistics Assistant / Officer

Location: Maiduguri, Borno (with travel across North East (30%)
Employment Type: Contract
Specification: Nigerian Nationals Only
Starting from: As soon as possible
Contract duration: 7 Months
Report to: Procurement and Logistics Manager/Operations Manager

Key responsibilities
Support Logistics Supply Chain, review and prepare all documentation during the procurement process:

• Receive and process procurement request (PR) on reception frequencies
• Ensure best available prices and quality, collect quotations, suppliers’ references
• Review and confirm all procurement request before processing
• Facilitate the various programmes departments in making request
• Prepare request for quote, prepare assessment table and get approval according to Street Child standard procedures
• Prepare purchase contract or supplier Order (SPO) and coordinate supplier during the delivery of the goods and services
• Arrange tender and their procurement meetings
• Ensure all purchasing dossiers are complete and properly filled before archiving

Support line manager in negotiating supplier framework agreements and contracts:

• Prepare procurement dossiers for framework agreements and contract and update relevant monitoring tools (procurement follow up and contract follow up)
• Liaise with contractor to ensure compliance with the contract, including initial meeting
• Collect and prepare any supporting documents related to contract implementation or modification
• Communicate to line manager any deviation from the initial contract
• Ensure that all documentation required as per contract is provided by both parties
• Collect and review all delivery documentation
• Prepare payment transaction according to delivery and contract payment terms

Supervision of delivery Issues:

• Ensure quality and quantity control of deliveries
• Ensure all equipment deliveries have proper codification, labelling and files equipment settings or to update inventory list before use, storage or moving
• Ensure packaging and shipping to field offices is well done and documented. Collect all signed copies
• Ensure all documentation is existing, updated are properly filed and filled in folders before archiving

Support line manager in negotiating supplier framework agreements and contracts:

• Prepare procurement dossiers from framework agreements and contract and update relevant monitoring tools (procurement follow up and contract follow up)
• Liaise with contractor to ensure compliance with the contract, including initial meeting
• Collect and prepare any supporting documents related to contract, including initial meeting
• Communicate to line manager any deviation from the initial contract
• Ensure that all documentation required as per contract is provided by both parties
• Collect and review all delivery information
• Prepare payment transaction according to delivery and contract payment terms

Management of Stock and Warehouse:

• Prepare documentation and inventory for audits
• Sort, organize and store inventory in the proper location
• Report damaged or missing inventory to supervisors
• Update logs and documentation for inventory processing
• Maintain security protocols for stock distribution

Reporting:

• Compile and submit relevant sections with documentation of the monthly stocks report to the manager
• Update and provide the supplier list on regular basis to the line manager with valid MOU for each supplier
• Update and provide the framework price list on regular basis to the line manager

Management of equipment, vehicles/movement and drivers:

• Ensure that preventive maintenance is scheduled and properly executed for all vehicles and generators
• Ensure that standard vehicle and generator fuelling, maintenance and repair processes are implemented and adhered with, logbooks are filled, consolidated and monitored on a regular basis and reported monthly
• Ensure that all drivers follow standard procedures for weekly checks and vehicle documentation (logbook)
• Report to his supervisor on vehicle, generator or equipment’s faults
• Ensure that all drivers are aware of standard operating procedures, safety and security rules for movements

Additional Responsibilities:

• The procurement and logistics officer will also be asked to mentor Street Child local partners to improve their procurement policies and procedures
• The procurement and logistics officer should be flexible and adaptable with regards to the implementation of the daily work/activities
• The procurement and logistics officer is expected to conduct all duties in a professional manner following Street Child of Nigeria’s mission staff regulations and charter.
• Monitor Implementing psychosocial activities and providing psychological consultations on regular basis.
• Work closely with implementing partners to ensure quality implementation and accurate reporting

Behaviours:

• Excellent interpersonal, listening and communication skills;
• Ability to positively influence others and successfully reconcile differences;
• A self-starter with a strong results orientation and with high levels of integrity, credibility and dependability;
• An energetic team player who can effectively collaborate, and who can stand alone when necessary;
• Ability to work in international settings and with various departments to implement procurement policy
• Demonstrated ability to work and deliver under pressure and tight deadlines;
• Willingness to work in flexible, sub-optimal, stressful and unstable environment;
• Commitment to Street Child mission, vision and values, and the ability to convey with enthusiasm Street Child’s role in accompanying and serving forcibly displaced people and in advocating for their right to protection and a life in dignity;
• High integrity, honesty and confidentiality; ability to deal tactfully and discreetly with situations, people and information;
• Ability to coordinate and manage a wide range of program staff and provide solutions to arising internal and external challenges.
• Acceptance of diversity and inclusion as a core value.

Core Values:

• Commitment to Street Child mission, vision and values, and the ability to convey with enthusiasm Street Child’s role in accompanying and serving forcibly displaced people and in advocating for their right to protection and a life in dignity;
• This role will involve working with vulnerable people and children, and requires relevant knowledge of safeguarding principles
• High integrity, honesty and confidentiality; ability to deal tactfully and discreetly with situations, people and information;
• Acceptance of diversity and inclusion as a core value.
• Willingness to work in flexible, sub-optimal, stressful and unstable environment.

Child Safeguarding:

• Our work with children to keep them safe is the most important thing we do. We are committed to the safeguarding of children in all areas of our work.
• Street Child incorporates appropriate job responsibilities to specific staff positions to support and ensure effective implementation of organisational strategies to prevent and respond to sexual exploitation and abuse.

Education and Experience

• Univeristy degree holder in Business Studies or Business Administration or any Social Science field.
• CIPM certificate is a plus
• 2-3 years’ experience in logistics and procurement
• Experience working in the Humanitarian context.

Language:

• Fluency in English and excellent writing skills.
• Ability to communicate clearly and sensitively in Hausa and kanuri an advantage

Technical skills:

• Strong analytical, reporting, strategic thinking and planning skills.
• Strong monitoring and evaluation skills/experience
• Knowledge of procurement

Terms and Conditions:

• Contract is for 7 Months and renewable according to performance review, with an initial probationary period of three months. The salary will be proportioned to the candidate experience and balanced to the Street Child salary scale.

Application Closing Date
27th March, 2021.