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Administrative & Procurement Assistant at Innovations for Poverty Action (IPA)

Company Info

Innovations for Poverty Action (IPA) is a nonprofit organization focused on research and policy, dedicated to identifying and advocating for impactful solutions to address global poverty challenges. IPA facilitates collaborations between researchers and decision-makers to develop, conduct rigorous evaluations, and refine effective solutions and their practical applications. By prioritizing evidence-based approaches, IPA strives to ensure that the knowledge generated is utilized to enhance the well-being of individuals living in poverty worldwide.

Title: Administrative & Procurement Assistant

Location: Abuja (FCT)

Description 

  • The Administrative & Procurement Assistant will support the Operations Coordinator in running the Country Office.
  • He/she must be well-organized when performing administrative and procurement duties to ensure compliance to IPA policies and processes.
  • He/she also has the crucial task of ensuring that IPA Procurement policies and procedures comply with all IPA and donor regulations.
  • He/She must manage and update relevant office files.

Core Responsibilities
Administrative Support:

  • Assist the Operations Coordinator in the running of Nigeria office operations;
  • Welcome visitors to the office and manage the IPA office phone;
  • Manage office cleaners;
  • Support the coordination of logistics for visitors and traveling staff;
  • Conduct office tours for new staff, interns, and visitors, and assist with onboarding;
  • File documents as directed and required;
  • Assist with inventory management and stock-taking as assigned;
  • Provide logistical and administrative support to project teams as and when required;
  • Monitor the stock of office supplies and stationaries, and purchase additional items as needed;
  • Prepare procurement requests for country office purchases and utility bills;
  • Support immigrations activities and engage with government officials involved in the process;
  • Manage staff calendars ensure important event, information, and activities are updated;
  • Handle office repairs and maintenance by seeking necessary approvals and coordinating with service providers;
  • Support the implementation of safety and security policies and procedures as directed by the Operations Coordinator; and
  • Coordinate logistics for staff meetings, conferences, office lunch and other fun activities; and
  • Take and share notes at staff meetings.
  • Assist Operations Coordinator in liaison with government authorities including facilitating local registrations, travel permissions, and renewals as may be required e.g. Immigration etc.
  • Comply with all relevant IPA policies and procedures concerning safety and security, conflict of interest, and other relevant policies.

Procurement Support:

  • Prepare technical specifications for request for proposal, including terms, conditions and evaluation criteria.
  • Work with suppliers to obtain quotations, and direct other IPA staff in obtaining quotations;
  • Review quotations and procurement forms with respect to quality, accuracy, suitability, delivery and pricing;
  • Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up;
  • Expedite outstanding purchase orders to ensure delivery requirements are met;
  • Coordinate and resolve problems with suppliers;
  • Ensure that all procurement is in compliance with IPA standard practices;
  • Ensure that the vendor database is regularly updated and used in the selection of vendors;
  • Prepare and develop bid documents, supplier bid lists to obtain competitive quotations on goods and services; and
  • Work with the Operations Coordinator and Country Director to create and continuously improve Procurement systems.
  • Ensure inventories are fully accounted for and maintained.
  • Ensure the update of the asset register is maintained; manage the tracking system and ensure all assets are issued with unique IPA asset number tags.
  • Ensure periodic (quarterly, bi-annual, and annual) asset checks are completed; report any damage and losses immediately.

Other Duties:

  • Perform other duties as assigned.

Qualification & Experience

  • Bachelor’s Degree in a relevant field
  • At least 2 years of experience in a similar position
  • Previous experience working with International NGO
  • Experience working on donor-funded projects
  • Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
  • Excellent computer proficiency (MS Office – Word, Excel and Outlook)
  • Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
  • Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.

Deadline: 12th June, 2023.

How to Apply: Interested and qualified candidates should send their Application (Cover letter and CV) to: [email protected] using the Job Title as the subject of the mail.

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