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International Foundation for Electoral Systems (IFES) company logo

Procurement & Administrative AssociateInternational Foundation for Electoral Systems (IFES)

AbujaNigeria
3 days1 Applicants
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job description - Procurement & Administrative Associate

Primary Function / Purpose

  • The Procurement & Administrative Associate provides procurement and administrative support to the IFES-Nigeria field office. 

Job Responsibilities

  • Apply IFES procurement policy in conducting local procurement actions including requesting informal quotes, re-bidding local contracts, and drafting Purchase Orders, Call Orders or other contractual mechanisms and ensuring proper backup documentation for procurement of goods and services are filed and organized internally.
  • Work with the Senior Operations & Procurement Officer to coordinate procurement with headquarters, including communicating the need for HQ-led procurement, sending solicitation and selection documentation, and participating in bid evaluations.
  • Assist in the organization and logistics for workshops, conferences and seminars.
  • Support travel arrangements for IFES staff and consultants.
  • Support management of local vendors and IFES service providers – Insurance, Telephones, Office Lease, Utilities, Internet provider, Office Facilities, etc.
  • Assist in organizing and maintaining a central filing system in both paper and electronic form.
  • Assist in drafting and submitting payment requests for vendor & staff statutory payments.
  • Assist in updating the procurement tracker sheet and update the tracker on regular basis for all IFES Nigeria procurements (Local & HQ).
  • Work with program team to verify the number and description of items/services delivered against each purchase order/contract, considering quality and quantity of material/services and providing program team with the appropriate delivery note(s).
  • Timely reporting to the Senior Operations & Procurement Officer and/or Management in case of any discrepancies in delivery of material/services.
  • Assist in market research and conducting vendor verifications in collaboration with the program team before contracts are issued.
  • Assist in conducting vendor and participant debarment checks and provide support documentation of debarment checks to program team members.
  • Other duties as assigned.

Position Requirements
Education:

  • Bachelor's Degree or equivalent is required

Experience & Skills:

  • Experience in office administration and/or contracting is preferred.
  • Demonstrated interest in IFES mission.
  • The ability to remain organized while handling multiple tasks under tight deadlines.
  • Ability to complete tasks with minimum supervision.
  • Being willing, and adaptive.
  • Must value operating in a collaborative and cooperative environment.
  • Ability to show initiative, good judgment, and resourcefulness. 
  • Proficiency with Microsoft Office and Excel required.
  • Ability to follow procedures, meet deadlines and work independently and cooperatively.
  • Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are necessary.
  • Strong attention to detail.
  • Excellent interpersonal and negotiation skills.
  • Ability to detect problems and produce acceptable solutions.
  • Excellent oral and written communication skills.  

Language Skills:  

  • Proficiency in the English language required. 

Travel: 

  • Travel is 25% required.

Physical Requirements/Work Environment: 

  • Standard office work environment.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
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About the company

We are an international, non-profit organization that supports citizens' rights to participate in free and fair elections.

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