Job Summary

The position supports the Finance and Operations Director in coordinating the procurement and administration functions of ELA, to ensure adherence to timeliness, cost-effectiveness, efficiency, and effective management of goods and services.

Duties and Responsibilities

Administration and procurement:

• Support in the development of procurement policies and compliance enforcement
• Coordinate procurement processes including effective management of RFQs, RFPs, bid analyses and evaluations, drafting procurement contracts, and reviewing supplier deliverables
• Perform due diligence and vetting of suppliers and service providers
• Reviewing supplier /vendor contracts and service level agreements (SLAs) for approval as needed.
• Develop and maintain vendor database, all country’s asset register maintenance, and implement and sustain a reliable tagging system for central team and each country office
• Ensure timely delivery of goods and services as per the agreed terms and conditions, as well as invoicing and timely payment of bills
• Ensure compliance with procurement SOPs
• Process LPO’s in the system and ensure same is delivered to contracted vendors
• Receive, review and process vendors invoice through the ERP
• Provide oversight and management of the movement of items and assets in the stores
• Manage and coordinate all travel (local and international)-related matters, including liaison with travel agents, transporters, foreign missions for visas, accommodation /hotels etc.
• Management of the office lease/s and operational legal contracts.
• Ensure timely attendance and provision of all office requirements/supplies including equipment, furniture and fittings, office supplies and stationery, kitchen supplies IEC materials etc.
• Coordinate timely insurance (including renewals) of office fittings, fixtures and equipment and all other office equipment
• Ensure timely identification and attendance to any office/equipment repairs and maintenance needs
• Development of budgets for the office running costs and sharing with finance for consolidation
• Monitoring actuals against budget for all office related expenses
• Supervising the Administration Associate and office support outsourced service providers
• Any other responsibilities as may be assigned by the direct managers.
• Provides procurement advice and capacity building to both procurement and non-procurement staff at central and field offices.
• Participates in preparation of procurement plans as per the program/departmental needs.
• Leads in asset verification exercise and ensures all assets are insured.
• Support event planning, including sourcing and booking venues as per the requests from various departments.

Reporting

• The Senior Administration and Procurement Associate shall report to the Finance and Operations Director.

Responsibilities

Qualifications and experience

• A University Degree in Business Administration, Project Management, and or procurement fields from a recognized institution
• A Masters in Business Administration or Development Studies is an advantage
• Training in leadership or management course(s) in addition to the degree is desired
• At least five years’ work experience in a reputable organization in a similar or equivalent position

Required Skills and Competencies

• Meticulous organizational and prioritization competence, with attention to detail
• Proactive attitude and ability to take initiative and work independently
• High energy levels and emotional intelligence
• A good team player
• Strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines in a multicultural setting
• Excellent knowledge of all computer applications
• Superior oral and written communication skills in English and other local languages
• Knowledge of French and/or any other foreign language is an added advantage
• Good planning and coordination skills and ability to prioritize competing priorities effectively.
• Good negotiation and relationship management skills.