Procurement & Administrative Associate at International Foundation for Electoral Systems (IFES)

The International Foundation for Electoral Systems (IFES) supports citizens’ rights to participate in free and fair elections. Our independent expertise strengthens electoral systems and builds local capacity to deliver sustainable solutions. Since 1987, IFES has worked in over 145 countries – from developing democracies, to mature democracies.

We are recruiting to fill the position below:

Job Title: Procurement & Administrative Associate
Location: Abuja
Employment Type: Full-time
Field Job Grade:  5
Manager:  Senior Operations and Procurement Officer

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.
• 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.
• 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).
• 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.
• 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.  
• 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.

Language Skills:  

• Proficiency in the English language required. 

Travel: 

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.

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

Application Deadline  31st May, 2024.