Description
Job Summary
Facilitate the preparation of procurement plan
Receives approved Purchase Requisitions (PR) for procurement of goods and services
Tracks all PRs, for both local purchases and those requested through Home Office
Determines price reasonableness
Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval;
Inquires immediately for more specifications from requesting units if the purchase request is not clearly specified and completed;
Initiate the review and validation of MSH Nigeria Procurement Manual
Review existing vendor database - Segregate vendors based on area of expertise: Preferred and Prequalified (for LTC) - based on the forgoing Initiate, develop and manage robust MSH Nigeria Vendor Database
Review all procurement from all PMI-S state offices before approval by the Director of Finance and Admin
Oversee a team of purchasing staff at Country Office and eight PMI-S State Offices
Oversee all cross cutting procurement across MSH Project (Office Move to a new location, Security Services, Internet Services, Cleaning Services, Payroll Management, MSH Audit and all other cross cutting procurements,)
Regularly update procurement tracker for all procurements
Support regional team from time to time on procurement reviews for other countries
Coordinate and manage the central procurement activities of MSH Country Office and Field Offices
Cascade relevant procurement information and processes to key staff for effectiveness across teams
Handles field office purchases when required;
Ensures that purchases are made in the best interests of the donor and MSH;
Assures delivery or pickup of PO for collection of goods;
Prepares weekly procurement status report and submits to the supervisor;
Regularly updates the supervisor of all partial collection of the procured goods;
Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
Does quarterly or 6 month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
Capacity Building of Team.
Also performs other duties as requested by the immediate supervisor.
Inform supervisor immediately if asked to compromise integrity by any vendor or other.
Ensure that systems are in place in country to ensure that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.
Systems are in place to:
Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures
Monitor and ensure compliance.
The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization and the donor
QUALIFICATIONS
EXPERIENCE:
7 years’ or relevant and progressive experience in procurement and supply management.
3 years of managerial experience.
Experience in a USG or donor funded project or NGO preferred
Strong numeric skills and attention to detail and quality Ability to work in a team-oriented environment while maintaining an individual workload
Logical and flexible approach to solving problems, especially when working under pressure
Monitoring/assessing performance to make improvements or take corrective action
KNOWLEDGE and SKILLS:
Ability to work under pressure
Planning and scheduling skills
Good organizational skills
Good communication and interpersonal skills
Demonstrated ability to interact professionally with a culturally diverse staff, clients and consultants.
Ability to work independently, take initiative and ability to meet deadlines with attention to detail and quality
Demonstrated intermediate computer skills in Microsoft Office Suite applications
COMPETENCIES:
Functional expert
– has knowledge of processes and products
Influencer
– relates to people, builds relationships, and effectively presents arguments
Results seeker
– meets deadlines, identifies actions, and achieves goals
Innovator
– thinks creatively, anticipates changes, and produces solutions
Adaptor
– stays calm under pressure and handles criticism well
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