Fresh Recruitment at Catholic Relief Services (CRS) 29th November 2016

Location: Abuja
Department: Global Fund (GF)
Reports to:  Operations Manager 
Band: C-1
Slot: 3

Primary Function

• This position is meant to assist in the day to day running of the CRS GFoffices.This position is a very critical position in the Country Program and will be responsible for proactively anticipating and supporting the IT needs of the GF unit and implementing strategic action plans to respond to such needs. The ICT Officer will also be the primary point person to ensure that the IT needs of staff are met in a very timely manner
• The ICT Officer is responsible for the smooth operation of the LAN /computer network. This is meant to be accomplished through knowledge, skill, planning, detective work (in regard to network security), and sometimes diplomacy.
• S/he will assist with computer maintenance, install equipment, perform preventive maintenance, and the troubleshooting of variety of hardware and software installations.
• S/he will provide support for knowledge management, decision-making, and programming effectiveness by ensuring efficient operation and use of CRS information sharing, communication, and collaboration technologies, and by providing technical support to CRS staff and partners on overall ICT systems. Responsible for deployment, maintenance, security, data protection, and troubleshooting of technology and systems for assigned office(s).
• S/he will stay abreast of ICT developments in the international and local market, provide recommendations based on opportunities to improve the efficiency and impact of CRS programming, operations, and overall performance.
• Other key responsibilities of the IT Officer are the provision of consultancy and guidance on integrating ICT for development solutions in program implementation and provision of technical assistance on ICT-related issues to partners.

Key Responsibilities
System Management:

• Support the Global Service Desk.
• Implement, configure and maintain systems to meet CRS program service and operational excellence requirements.
• Maintain quality system configuration, administration, security, and maintenance for CRS program ICT systems, including networks, servers, and telecommunications.
• Ensure that system and data availability meets CRS business recovery requirements.
• Support CRS’ GF staff in executing good stewardship and efficient use of agency ICT resources.
• Collaborate with relevant staff to maintain ICT inventory and ensure adequate supply and functionality.
• Work with third-party suppliers to deliver services that meet CRS business process requirements.

End-User Support:

• Provide timely response to user support requests or promptly escalate issues as needed as per agency Service Desk procedures.
• Support CRS on-boarding of staff process.
• Conduct user trainings, as appropriate.
• Configure desktops, laptops and other peripheral devices to provide user access to agency business systems information.

ICT4D:

• Partner with program staff on integrating ICT solutions in program implementation.
• Deploy and provide ongoing technical support in ICT solutions integrated within programming interventions.

Technical Assistance to CRS’ Partners:

• Ensure timely and quality ICT implementation, adoption, and support to CRS’ partners, remotely or on-site, in line with CRS’ programming needs and capacity.

Compliance:

• Provide consistency in service delivery against established policies, procedures, and service standards.
• Support the procurement of ICT equipment and software purchases in line with CRS standards and in compliance with donor requirements.
• Implement and follow-up on ICT Country Office Assessments.

Capacity Building:

• Maintain personal and professional development to meet the changing demands of the job.
• Develop, and implement training programs to improve staff and partners capacity in the area of ICT.
• Participate in regional/agency ICT initiatives.
• Provide capacity building (training, coaching, on-the-job support) to staff and partners in ICT-related areas.

Reporting:

• Prepare and provide weekly ICT service reports for country program, regional, and global ICT leadership. The reports should include data regarding service performance, key risks, current project status, and planned initiatives.
• Daily – Supervisor
• Weekly – Regional Information System Analyst (RISA) person through the IT Manager in CRS’ Abuja Main Office.
• Periodical or on an as-needed basis – RISA person, CRS/HQ GKIM Helpdesk

Supervisory Responsibilities:

• Provide guidance to other junior level ICT Officers and Global Service Desk technicians.
• All other duties as assigned.

Key Working Relationships

• Internal: All CRS GF staff, RISA, members of CRS ICT community, and owners of CRS business systems
• External: CRS partners; Government agencies, Nethope, Peers from other NGOs in the country; and ICT services providers.

Qualifications and Work Experience

• Bachelor’s degree in IT-related field (Computer Science, Computer Networking, Programming, and Information Systems). Significant work experience in a directly related field will be considered in lieu of degree.
• A minimum of 2 years work-related experience.
• Microsoft Certified Solutions Associate or equivalent very desirable.
• Cisco Certified Network Associate or equivalent desirable.
• Microsoft system administration experience.
• Good grasp of complex network, security, mobile, desktop, server, telephony, and backup technologies in use within CRS.
• ITIL Foundation Certified desired.

Knowledge and Skills:

• Experience in introduction, design, implementation, and adoption of relevant technology and management tools.
• Solid grasp of network and server technology and tools.
• Advanced-user level knowledge of agency-supported ICT4D solutions.
• Solid knowledge of backup and disaster recovery systems.
• Strong client-service focus; able to work with diverse groups of people in a team-oriented environment.
• Skilled in obtaining information necessary to accomplish duties.
• Able to prioritize work, multi-task and meet deadlines.
• Problem analysis and problem resolution at functional level.
• Able to quickly research, learn, and implement new technologies.
• Able to communicate technical ideas and concerns in a non-technical environment.
• Able to adapt and learn.
• Ability to anticipate systems’ impact on organizational and user effectiveness.
• Strong organization and planning skills, detail-oriented.
• Maturity and discretion, able to work with, and maintain confidential information.
• Exceptional Fluency in written and spoken French; Intermediate fluency in written and spoken English, excellent written and oral communication skills.
• Willingness and ability to travel to field locations regularly and sometimes on short notice

Agency-wide Competencies (for all CRS Staff) 
These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Travel Requirements:

• Approximately 10-30% travel.

Disclaimer:

• This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Location: Imo 
Department: Global Fund Malaria Program       
Band:  D1               
Reports to: Zonal Team Lead
Position type: Full time  
Slot: 2           

Context
CRS has a long and rich history of collaboration with the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund). Since 2003, CRS has been awarded over $290 million in Global Fund resources to implement programs in 27 countries. In Nigeria, CRS is a sub-recipient (SR) on the Global Fund HIV and Malaria grants and will assume the role of principal recipient (PR) for the Global Fund Malaria grant starting January 2017. As PR, CRS will partner with the National Malaria Elimination Program (NMEP), various state governments and malaria partners and stakeholders to coordinate the 2017 long lasting insecticide treated nets (LLIN) mass campaigns in 7 states.  CRS will also manage and oversee SRs to deliver a range of malaria treatment and prevention services at the state level.

Primary Function
The GF Malaria Technical Manager (TM) will serve as the focal points for SRs for coordinating the planning process and implementation of the program activities to achieve donor targets, in accordance with the work plans, approved deadlines, within the budget limitations and donor guidelines at the state level.

Job Responsibilities
1.) Program Management:

• Provide support to the SRs in coordinating the GF Malaria project at the state level.
• Ensure that SR program activities are implemented according to the work plans, approved deadlines, and within the budget limitations in the assigned state.
• Ensures that the CRS Zero Cash Policy is respected at the field level programming.
• Ensures the proper execution of the monitoring and evaluation plan by SRs.
• Manage SR budgets, including tracking of financial and material resources, according to the policies and guidelines of GF and CRS.
• Participate actively in the program wide quarterly program review, coordinate the analysis of the quarterly SR M&E state reports and follow up with appropriate actions.
• Ensure accurate and timely reporting of program finances and progress status to CRS by the SRs.

2.) Budget Management:

• With support from the grant management team, work with the CRS GF Malaria SRs in budget management, including monthly liquidation and request for advance.
• Review actual SR financial performance against the budget, and explain variances on a regular basis.
• Actively participate in activities to ensure SRs remain in compliance with CRS and GF donor rules and regulations for management of resources.

3.) Partnership Management:

• Act as primary state contact/support for designated SRs, including sharing new information and taking the lead on ensuring healthy relationships are maintained between SRs, SMoH and CRS.
• Build relationships with other stakeholders in the state which will include other implementing partners, state governments and state agencies for Malaria control.

4.) Training and Mentoring:

• Ensure that all state meetings and trainings hold as scheduled.
• Ensure all SRs understand program priorities and promote buy in from team.
• Support the SRs’ planning and delivery of trainings, workshops and other capacity development interventions.

5.) Representation:

• Represents CRS at all required state level meetings with SMoH.
• Represents CRS at all state level technical meetings with other malaria partners e.g. Technical Working Groups etc.

Agency Wide Competences (For all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with integrity
• Models stewardship
• Cultivates constructive relationships
• Promotes learning

Key Working Relationships

• Internal: Global Fund Malaria Program Team, Deputy Country Representative, Country Representative, Head of Operations, Finance, Procurement and Administration Staff, Regional and Senior Technical Advisors, Deputy Regional Directors for PQ and MQ
• External: Global Fund’s Fund Portfolio Manager and Nigeria Country Team, SRs, State Ministries of Health (SMOH), National Malaria Elimination Program (NMEP) within the Federal Ministry of Health (MoH), Technical and Financial Partners, partner health facilities, Local Fund Agent (LFA)

Physical Requirements/Environment: Ability to travel frequently to the project sites in all the states of the assigned zone.

Qualifications

• M.D/MBBS required with significant field experience in clinical and/or community-based malaria prevention, diagnosis and treatment OR post graduate degree in Health Management or Public Health.
• At least 6 years of post NYSC relevant experience in public health with a strong preference for candidates with at least 4 years’ experience in malaria programming. Some health-related community development experience is required.
• Experience managing developmental programs is required. 
• Experience in malaria programming at the field level and providing technical assistance to partner organizations; knowledge and experience of programmatic and technical service delivery challenges highly desired.
• Ability to work both in a team and independently and ability to transfer knowledge through formal and informal training.
• Experience with, and a demonstrated commitment to, community-based approach to development.
• Experience with GF donor funding requirement a plus.
• Ability to interface with multiple stakeholders, representatives, and partners in a professional manner on an ongoing basis.
• Excellent analytical and information seeking skills, good decision-making skills.
• Experience with participatory planning and evaluation methods preferred.
• Strong inter-personal and public relations skills.
• Willingness and ability to travel regularly and at short notices.
• Excellent English language oral and written communication skills. 
• Proficiency in MS Office suite, including Word, Excel and Outlook.

Location: Abuja, Nigeria            
Department: Global Fund (GF)           
Position Band
Reports to: C-1
Snr. Finance Specialist       
Slot: 2 

Primary Responsibility

• The FO will ensure that CRS/Nigeria complies with GF regulations and CRS Agency’s Finance Policies and Procedure and Principle of stewardship.

Specific Responsibilities
i.) Financial Management:

• Assist Finance Specialists (FS) in budget review and quarterly cash forecasting
• Assist in the reporting sub-agreement commitments to be recorded in CRS accounting system.
• Assist in reviewing and processing the issuance of project advances in accordance with CRS and GF policies and procedures.
• Assist in ensuring Project Holder advances are liquidated on timely manner and they are within allotted liquidation timeframe as per CRS policy.

ii.) Compliance Management:

• Assist in verifying sub-recipients’ financial reports and associated support documentations and recommend for liquidation and/or reimbursement in accordance with GF, CRS policies and procedures and Generally Accepted Accounting Principles (GAAP).
• Report any fraudulent activities, observed as part of the review to the Unit Head immediately.
• Assist in ensuring sub-recipients advances are liquidated on timely manner and they are within allotted liquidation timeframe as per CRS policy.
• Assist the FSs in preparing the sub-recipients Aging Report for program and management review on monthly basis.
• Assist in providing onsite training to sub-recipient’s finance staff when required.
• Travel to the field, to visit sub-recipients when required.
• Assist in ensuring that project’s files both in hard and electronic copies are up to date.

iii.) Sub-recipients’ financial assessment, monitoring and financial support:

• Assist in the assessments of all sub-recipients using HQ Finance’s checklists to have a stratification of the sub-recipients for Country Program.
• Assist the sub-recipients in preparing a Corrective Action Plan within sixty calendar days of the assessment or monitoring visit that addresses each of the identified weaknesses in any of the ten assessed areas scored below 75%.
• Assist Program Managers in making sure that the sub recipients address all issues listed in the Corrective Acton Plan within 120 calendar days of the assessment or monitoring visit.
• Ensure sub-recipients have in place and adheres to a schedule of planned monitoring visits of sub-recipients during each year. The basis for the selection, timing and frequency of its monitoring visits should be properly documented.
• Ensure all monitors prepare and submit a written trip report for each visit to a sub-recipient.

iv.) Administrative support:

• Perform any other administrative support to the general GF team as required.

Agency-wide Competencies (for all CRS Staff)
These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Key Working Relationships

• Internal: GF Program Manager(s), GF Grants Manager, Gf Finance Staff
• External: Donor Representative(s), subrecipients (SRs).

Qualifications and Abilities

• Minimum of two years of relevant experience, preferably with an international organization.
• Must be a matured, motivated, problem solving individual with high levels of initiative.
• Strong interpersonal skills.
• Strong internal relationship management and analytical skills.
• Strong organizational skills and attention to detail. 
• Demonstrate excellent written and oral communication skills.
• Demonstrate high level of initiative, diplomacy and tact.
• Excellent knowledge of computer software – MS Office (PowerPoint and Excel especially).
• Must be flexible and be able to work independently and as part of a team.
• Ability to travel as needed.

Disclaimer:

• This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with the position.

Location: Abuja                
Department: Administration               
Band: C-1               
Reports To: Senior Procurement Officer             

Primary Responsibilities

• Efficiently and effectively manage and coordinate all aspects of procurement for the country program sub offices to ensure that all sub offices have the goods and services needed, when they need them, to best assist those we serve.

Specific Responsibilities
Preparation and Planning:

• Consult with sub offices Program managers, Head of Operations (HOOP), Head of Administration and Senior Procurement Officer to identify the main types of goods and services that will be needed in near term based on the current portfolio of programs and operations, and use this to conduct regular market assessments of best sources and prices
• Proactively consult with peer agencies and private sector to identify new potential suppliers that can be added to our updated Approved Supplier List (ASL), and whenever possible develop relationships with closest source to production or importation, and explore making bundled orders with peer agencies to negotiate better prices and terms based on joint economies of scale.
• Maintains continued working relationship with local suppliers, visits stores and production facilities to ensure contract terms are respected whenever situation warrants.
• Ensure eligibility verification of all new suppliers were carried out by designated staff  before adding them to the approved supplier list.
• Keep abreast of any changes in governmental taxes (sales, VAT), duty fees, levies and importation procedures.

Procurement Process:

• Ensure that all procurement is done efficiently according to CRS Policy, the CRS Procurement Manual/Appendix, Local regulations and consistent with relevant donor requirements.
• Ensure that all actions are governed by the highest standards of ethics, personal and business conduct as stipulated in CRS Policy and the CRS Procurement Manual/Appendix.
• Suggest any new ideas to improve procurement efficiencies to the Head of Administration and provide needed support to update annually the CRS Procurement Manual and support tools.
• Review all Purchase Requisitions (RFS/RFG) and verify price target that all specifications and requirements are clear and that all corresponding authorizations have been obtained.
• Ensures that all Requests for Quotations (RFQs) clearly present all specifications and requirements as stated in the RFS/RFG.
• Receive and review all bids and quotations in accordance with price target and specs, and prepare quotes summary sheet in line with CP procurement appendix.
• Organize Bid Review Committees (BRC) if needed, and ensure they follow all BRC guidelines as stipulated in the CP procurement appendix.
• Ensure the BRC analyzes all bids in a competitive manner and carefully considering all costs and benefits including those not presented on bids explicitly.
• Always negotiate with suppliers regarding price reductions, preferred payment and delivery terms, and shipping options when necessary.
• Ensure that all applicable purchases for sub offices > $5k complete a Global Procurement Requisition Form to HQ procurement with local pricing information, and if it is determined that the best source is local then make sure to receive a Local Purchase Approval from HQ before preparing a LPO.
• Once all required steps have been completed depending on the value of the procurement, then: make the selection of the best supplier with regard to price, quality and delivery; determine payment and delivery terms; prepare the Purchase Orders (PO); and draw up contracts as needed.
• Ensure that all procurement is processed for all applicable exonerations as established in the Host Country Agreement or through Donor Agreements, and draft any exemption letters for VAT, duty and tax whenever necessary.

Record Keeping and Reporting:

• Ensure proper filling of all procurement documents for recordkeeping and auditing, and maintain orderly files on active orders and post activities such as change notices, scheduling changes and partial shipments.
• Document due diligence processes conducted by someone other than person performing procurement role –  but do not be the person to prepare or conduct due diligent for new vendors
• Maintain an Approved Supplier List (ASL) with updated information on pricing by goods and services and performance ranking based on recent post-delivery evaluations.
• Creates vendor files with all necessary details by service category (e.g. stationery suppliers, electrical items suppliers, machine suppliers, etc.).
• Track the status of each procurement request and update management and requestors through regular Procurement Status Reports using procurement log sheet
• Periodically generate an evaluation report on supplier/vendor performance with recommendations based on service delivery/track record (at least every 6 months).

Inventory:

• Coordinate inventorying of sub offices with the Office Assistant.

Hotel & Accommodation:

• Coordinate all hotel arrangements for all sub offices or partner activities with Travel and Logistics Officer as requested and ensure that the bills are settled promptly after the completion of the activity.
• Coordinate all accommodation bookings for all sub offices staff as requested (in hotels where MOU are operational) with Travel and Logistics Officer and make necessary pick up arrangements for the international visitors to sub offices.
• Receive all requests for hotel bookings from all sub offices and make such reservations for the staff and communicate/ provide feedback on this .
• Research available hotel options in states where CRS has project and share findings with the Head of Administration.
• Coordinate requests for support for workshops in hotels in sub offices and ensure that quotations are received and submitted to the Travel and Logistics officer for processing.
• Follow up on the payments for the hotels in sub offices and ensure that the payment terms are adhered to for the services rendered.

Communication, Coordination and other duties:

• Ensure personnel designated to receive (admin. or logistics) have as much advance notice as possible of expected delivery of goods and to be ready to prepare fully the Goods Received Note (GRN).
• Provides details of fixed assets procurements (type, quantity, supplier, price, fund/project #, name of partner, etc.) to the personnel responsible for property management.
• As needed and always respecting segregation of duties recommendations, coordinate with the administration or logistics staff personnel assigned to receive procured goods whenever there is a problem encountered with completing their established functions correctly and in a timely manner, as established in the CRS Procurement Manual: 1) verify from Admin Assistant that the goods and invoices received meet the quantity, price and specifications on the Purchase Order/Contract document; 2) provide documents needed to Admin Assistant to complete a Goods Receiving Note (GRN) for all goods received; 3) inform the requesting personnel and the PO that their goods have been received; and 4) submit the other supporting documentation to the designated non procurement personnel responsible for conducting 3-way matching (invoice, PO, GRN) and payment request processing.
• Following segregation of duty recommendations, work with staff person(s) assigned in admin. or logistics for receiving to resolve any quantity discrepancies between PO and supplier’s delivery note/waybill.
• As needed and always respecting segregation of duties recommendations, communicate with suppliers to return any damaged goods or mis‑ordered goods to suppliers, and ensure substitution or completion of goods ordered if still applicable.
• As needed and always respecting segregation of duties recommendations, coordinate with non-procurement personnel assigned to carry out 3-way matching (invoice, PO, GRN) and payment request processing whenever there is a problem encountered with completing their established functions correctly and in a timely manner, as established in the CRS Procurement Manual to make sure that these tasks are completed correctly and in a timely manner.
• Assist in the preparation of award letters, agreements, memos and letters as needed
• Responds to audit queries in a timely and professional manner when necessary.
• Collects information on price of goods and services whenever needed for budgeting or planning purpose.
• When necessary and within acceptable parameters expedite requisitions and orders to meet urgent operational needs. 
• Ensure vigilance against fraudulent activities in all procurement processes and keep up to date with latest guidance for fraud prevention.
• Assist in advancing the use of new technologies and applications to improve procurement process efficiencies.
• Contribute to maintaining teamwork, discipline sound work relationships and productivity.
• Provides support and training on procurement management to CRS staff and partners as found necessary by management.
• Provide coverage for other staff when required by workload or absence, and perform additional duties as assigned.

Key Working Relationships

• Internal: HQ Global Procurement Team,  Head of Operations, Head of Administration, Senior Procurement officer and all relevant CP staff making requisitions or with process roles from: Programming, Finance, Logistics, HR and IT.
• Externat: Supplier, revenue authorities, customs officials, freight forwarders, transporters, consultants, donors, and peer agencies.

Agency Wide Competences 
Thèse are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Personal Skills:

• Must be scrupulously honest and always foster an atmosphere of trust and integrity.
• Good computers and ICT skills, fully capable with Microsoft Office (MS Word, Excel and PPT), and experience conducting internet sourcing and price comparisons.
• Demonstrated ability to perform fast, efficient and cost effective procurement service while maintaining the agency’s high standards.
• Good negotiator.
• Experience conducting market research.
• Good data analysis skills.
• Committed to always providing highest possible customer service.
• Good organizational skills.
• Excellent interpersonal communication skills and relationship builder.
• When necessary be able to relay ideas and concepts to partners in an accessible manner.

Qualifications

• BA/BSc Degree in supply and purchasing management or related field such as (logistics or administration), from recognized institution.
• At least 3 years of relevant experience is required.
• Membership in a professional purchasing organization preferred.
• Demonstrated ability to communicate clearly and concisely in written and spoken English
• Proven ability to prepare reports and maintain complete files and records.

Location: Abuja
Department: GF Unit                    
Band: D-1                   
Reports to: GF, Operations Manager
Supervises: Procurement Officer                  

Primary Responsibilities

• The Senior Procurement Officer for the CRS Global Fund (GF) unit, will supervise and closely coordinate duties of the procurement officer.
• S/he will supervise calls for bid, local purchase operations, and international procurement specifically for the CRS GF program.
• S/he will coordinate with the various GF programming and administrative departments to ensure order of what they need in the appropriate quantities and quality, that they receive what they ordered in the correct quantities when needed and at the best cost.
• S/ he will develop procurement management systems as needed and train staff in their use.
• S/he will provide valid documentations to Admin Officer for preparing disbursement request for items purchased; liaising with suppliers/vendors to follow up delivery timelines for items purchased by CRS etc.
• S/he will also create filing systems and manage the document trail in a transparent manner to avoid compliance shortfalls and audit findings.

Specific Responsibilities

• As a member of a support department, s/he will encourage and positively reinforce open and continuous coordination and collaboration with all departments within Organization, particularly with staff, to ensure that the Procurement Office provides goods and services of the highest quality in the most cost-effective and efficient manner.
• Provide training and coaching as necessary, to staff with delegated procurement responsibilities.
• Adhere and be fully compliant with CRS’ procurement and asset management systems; review and revise existing country program systems to meet the needs of the GF unit. Verify that all systems and operations comply with policies and procedures.
• Fully document all procurement operations. Create procurement filing systems as required in the Policies and Procedures Manual.
• Review orders made by Gf staff and other parties to ensure budget availability, as well as quantity, quality and delivery requirements. Provide regular status reports on procurement to the GF Operations Manager and GF Program Director.
• Develop efficient office supply requisition and ordering systems in collaboration with GF Admin Officer.
• Develop relationships and maintain contact with local vendors.
• Oversee calls for bid and contracting with suppliers. Acquire prices and pro-forma invoices for all purchases.
• Fully document all local purchasing activities.
• Analyze requisitions, IRFs and purchase orders to determine:
  • That the description of the goods and/or services is accurate in every aspect, and that they are of the expected quality for the cost;
  • The method of pricing to be used (e.g. catalog, written or telephone inquiries, pro forma or other estimates).
  • That all the required support documentation is attached.
  • That quantities are correct and expected delivery times are realistic.
  • The choice of supplier, taking into consideration available facilities, vendor dependability, quality, reputation and geographic location;
  • The total price CIF, including all payment terms;
  • The best method of transporting the purchased item to final destination.
• Ensure that all requests for quotations are clear and complete.
• Review and approve IRFs. When required, request approval of senior managers or regional staff. Place rush orders by telephone or fax, and follow up with written (or e-mail) confirmations.
• Create procurement filing system as required under policies and procedures guidelines. Enter information into, and keep updated, purchasing and vendor databases.
• Create and maintain inventories for goods purchased during the emergency.
• Ensure that an adequate level of office and cleaning supplies is maintained and that rational distribution mechanisms are developed and implemented.
• In coordination with the Logistics Officer, contract local transport companies for the delivery of supplies and commodities.

Record Keeping and Reporting:

• Ensure proper filling of all procurement documents for record keeping and auditing, and maintain orderly files on active orders and post activities such as change notices, scheduling changes and partial shipments.
• Document due diligence processes conducted by someone other than person performing procurement role –  but do not be the person to prepare or conduct due diligent for new vendors
• Maintain an Approved Supplier List (ASL) with updated information on pricing by goods and services and performance ranking based on recent post-delivery evaluations.
• Creates vendor files with all necessary details by service category (e.g. stationery suppliers, electrical items suppliers, machine suppliers, etc.).
• Track the status of each procurement request and update management and requestors through regular Procurement Status Reports using procurement log sheet
• Periodically generate an evaluation report on supplier/vendor performance with recommendations based on service delivery/track record (at least every 6 months).

Inventory: 

• Provide necessary procurement documents to the Admin Officer to enhance proper and timely inventory count.

Hotel & Accommodation:

• Coordinate all hotel arrangements with GF Logistics officer as requested and ensure that the bills are settled promptly after the completion of the activity.
• Provide oversight for all accommodation bookings in sub offices
• Research available hotel options in states where CRS has GF-related activities and share findings with the GF Operations Manager.
• Follow up on the payments for the hotels in sub offices and ensure that the payment terms are adhered to for the services rendered.

Communication, Coordination and other duties:

• Ensure personnel designated to receive (admin. or logistics) have as much advance notice as possible of expected delivery of goods and to be ready to prepare fully the Goods Received Note (GRN).
• Provides details of fixed assets procurements (type, quantity, supplier, price, fund/project number, name of partner, etc.) to the personnel responsible for property management.
• As needed and always respecting segregation of duties recommendations, coordinate with the administration or logistics staff /personnel assigned to receive procured goods.
• Whenever there is a problem encountered with completing their established functions correctly and in a timely manner, as established in the CRS Procurement Manual: 1.) verify that the goods and invoices received meet the quantity, price and specifications on the Purchase Order/Contract document; 2.) complete a Goods Receiving Note (GRN) for all goods received; 3.) inform the requesting personnel and the PO that their goods have been received; 4.) enter the goods into inventory, and storage if needed;  and 5) submit the GRN and the supplier invoice to the designated non procurement personnel responsible for conducting 3-way matching (invoice, PO, GRN) and payment request processing.
• Following segregation of duty recommendations, work with staff person(s) assigned in admin. or logistics for receiving to resolve any quantity discrepancies between PO and supplier’s delivery note/waybill.
• As needed and always respecting segregation of duties recommendations, communicate with suppliers to return any damaged goods or mis‑ordered goods to suppliers, and ensure substitution or completion of goods ordered if still applicable.
• As needed and always respecting segregation of duties recommendations, coordinate with non-procurement personnel assigned to carry out 3-way matching (invoice, PO, GRN) and payment request processing whenever there is a problem encountered with completing their established functions correctly and in a timely manner, as established in the CRS Procurement Manual to make sure that these tasks are completed correctly and in a timely manner.
• Assist in the preparation of award letters, agreements, memos and letters as needed
• Responds to audit queries in a timely and professional manner when necessary.
• Collects information on price of goods and services whenever needed for budgeting or planning purpose.
• When necessary and within acceptable parameters expedite requisitions and orders to meet urgent operational needs. 
• Ensure vigilance against fraudulent activities in all procurement processes and keep up to date with latest guidance for fraud prevention.
• Assist in advancing the use of new technologies and applications to improve procurement process efficiencies.
• Contribute to maintaining teamwork, discipline, sound work relationships and productivity.
• Provides support and training on procurement management to CRS staff and partners as found necessary by management.
• Provide coverage for other staff when required by workload or absence, and perform additional duties as assigned.
• Willingness and ability to travel to field locations regularly and sometimes on short notice

Staff Supervision:

• Will directly oversee the work of the GF Procurement Officer.

Key Working Relationships
Internal:

• HQ Global Procurement Team, Operations Manager, Administration Officer, Procurement officer, Logistics Officer and all relevant CP staff making requisitions or with process roles from: Programming, Finance, Logistics, HR and IT.

External:

• Suppliers, revenue authorities, customs officials, freight forwarders, transporters, consultants, donors, and peer agencies.

Agency Wide Competences
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Personal Skills:

• Must be scrupulously honest and always foster an atmosphere of trust and integrity.
• Good computers and ICT skills, fully capable with Microsoft Office (MS Word, Excel and PPT), and experience conducting internet sourcing and price comparisons.
• Demonstrated ability to perform fast, efficient and cost effective procurement service while maintaining the agency’s high standards.
• Good negotiator.
• Experience conducting market research.
• Good data analysis skills.
• Committed to always providing highest possible customer service.
• Good organizational skills.
• Excellent interpersonal communication skills and relationship builder.
• When necessary be able to relay ideas and concepts to partners in an accessible manner.

Qualifications

• Minimum of a first degree in Social Sciences or Arts related field or Higher National Diploma in management. A master’s degree will be an added advantage.
• At least 5 years of relevant working experience is required.
• Membership in a professional purchasing organization preferred.
• Demonstrated ability to communicate clearly and concisely in written and spoken English
• Must have a proven knowledge of contract management
• Proven ability to prepare reports and maintain complete files and records.

Disclaimer Clause: 

• This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Location: Abuja 
Department: Global Fund Malaria Program       
Band: E1               
Reports to: Program Director
Supervises: Senior Administration Officer, Senior Procurement Officer, HR Officer, ICT Officer. 
Position type: Full time             

Context
CRS has a long and rich history of collaboration with the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund). Since 2003, CRS has been awarded over $290 million in Global Fund resources to implement programs in 27 countries. In Nigeria, CRS is a sub-recipient (SR) on the Global Fund HIV and Malaria grants and will assume the role of principal recipient (PR) for the Global Fund Malaria grant starting January 2017. As PR, CRS will partner with the National Malaria Elimination Program (NMEP), various state governments and malaria partners and stakeholders to coordinate the 2017 long lasting insecticide treated nets (LLIN) mass campaigns in 7 states.  CRS will also manage and oversee SRs to deliver a range of malaria treatment and prevention services at the state level.

Job Summary

• The Operations Manager’s primary function is to provide leadership and oversight to CRS Nigeria’s Global Fund Malaria program’s operational support units-including Human Resources, Information and Communication Technology, Procurement, and Administration. Compliance and partnership are themes. 
• The Operations Manager ensures that the GF programis supported to effectively meet articulated needs, manage risk, and increase efficiency. 
• The Operations Manager ensures that all GF offices have corresponding systems in place and that applicable CRS and GF policies are consistently applied. 
• The Operations Manager leads and oversees activities to strengthen the capacities of partners in these same functions. 

Responsibilities
Leadership:

• Incorporate Operations issues into the program’s strategic planning process. Assess and advocate for needed investments in operations capacity.
• Attend relevant partner, sector coordination, and representational meetings as required. Network with equivalent staff in colleague organizations.
• Work with the GF Directors to improve operations capacity, including systems and staffing.
• Oversee operations functions in zonal offices, by liaising with the zonal team leads and conducting regular visits to these offices.

Functional Management to Increase Effectiveness
Human Resource:

• Supervise the HR Officer in strategic management of human resources, including talent mapping, succession planning and career development. Communicate program priorities and guide him/her to ensure alignment of efforts.
• Ensure that the program is adequately staffed to meet the needs of the Agency per the direction of the Program Director. Ensure that recruitments are conducted as per policy.
• Ensure implementation and continuation of performance management and staff development system.
• Ensure the creation of an environment of care and comfort for all staff.
• Ensure the integrity (accuracy, security) of information from HR information systems (e.g. NED).

Information and Communication Technology: 

• Supervise the IT Officer in the strategic management of ICT resources. Communicate program priorities and guide him/her to ensure alignment of efforts.
• Apply ICT-enabled change management principles and act as a sponsor for and supporter of change agents. Promote adoption of standardized systems by all GF staff.
• Support the program’s engagement in ICT4D and other location-specific development projects, ensure the application of GKIM policies, and project management and ICT system planning and implementation principles.
• Ensure the application of ICT system operation, maintenance, and support principles. Ensure adherence to GKIM standards and protocols related to IT systems. Support management of service requests by facilitating integration with the Global Help Desk.
• Ensure the application of unique principles of managing ICT vendors.

Procurement:

• Supervise the Senior Procurement Officer in the strategic acquisition and management of material resources. Communicate program priorities and guide him/her to ensure alignment of efforts.
• Ensure efficiency and compliance in local and international procurement. This includes ensuring maintenance of the GF program’s ASL.
• Ensure proper stewardship of CRS resources, and the optimal utilization and maintenance of program assets and resources including proper inventory controls (includes oversight of inventory receiving and shipping as well as warehouse, fleet and asset management and the disposition of assets (i.e. ICT equipment and Vehicle Acquisition and Disposition Plans).
• Ensure high quality reporting that allows for proper tracing and tracking of inventory and assets. Ensure that in-kind transactions are reflected appropriately in financial statements according to CRS policy.
• Ensure integrity (accuracy, security) of procurement and supply chain management (SCM) information systems.

Process Management to Reduce Risk
Administration:

• Supervise the Senior Administration Officer. Communicate the GF program’s priorities and guide him/her to ensure alignment of efforts.
• Ensure that transportation services other than fleet management are appropriate to need and delivered in conformity with CRS policies.
• Ensure that risk mitigation strategies including insurance are undertaken. Lead preparation of agency risk reporting.

Relationship Management to Build Capacity and ensure Compliance
Donor and Government Compliance:

• Conduct periodic systems checks in all support departments and zonal offices to ensure that CRS is in compliance with CRS and GF standards, and to ensure responsive support to staff and partners.
• Identify management system weaknesses, establish priorities, provide recommendations for improved systems performance and ensure compliance.
• Oversee compliance with local laws. Ensure that legal commitments are made in accordance with local law and GF guidelines where applicable. Manage responsibilities that go with an international presence, including country agreements and visa and registration requirements. Identify and work with local counsel.
• Act as lead contact for and lead responder to any issues that emerge from internal and external audits.
• Plan, organize, liaise, oversee, and monitor CAP implementation for A-133 and other audits of sub-recipients.

Partner Capacity Building:

• Lead relevant CRS staff to help partners identify and resolve management quality issues, and to continually improve quality and strengthen capacities.
• Provide timely, efficient, appropriate technical assistance to staff and partners in management issues.
• Ensure that the GF program’s data related to SRFMP on Gateway is accurate and up to date. This automatically implies that the requirements from this particular policy are adhered to.

Agency-wide Competencies (for all CRS Staff) 
These are rooted in the mission, values, and principles of CRS and used by each staff member to fulfill his or her responsibilities and to achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Head of Operations Competencies

• Promotes Stewardship of Resources
• Ensures Principled compliance
• Proactively Manages Risk
• Leads Operational Improvements

Supervisory: Human Resources Officer, IT Officer, Senior Procurement Officer, Senior Administration Officer. 

Key Working Relationships
Internal:

• The Program Director, Grant Manager, Zonal Team Leads, Gf Directors, GF Program Staff, Country Office Human Resources, Finance, Internal Audit departments.

External:

• GF representatives; CRS sub recipients; operational partners and colleague organizations; LFA, other international donors; state and local government staff; auditors; banking and insurance institutions; service providers and vendors.

Qualifications

• Master’s in Business Administration, Finance, Accounting, Human Resources, or other relevant field.
• Minimum five years of work experience in a management of non-profit, development, and/or humanitarian organization. At least two years of this should be in a developing country outside candidate’s country of origin.
• Understanding of CRS financial and administrative systems (Sun Systems and Vision accounting software), policies, and procedures preferred.
• Experience managing large, complex GF, U.S. government awards; knowledge of relevant regulations.
• Knowledge of procurement and general office administration/management issues.
• Ability to work in a complex environment and to lead and work with a multi-cultural team.
• Computer literate in MS Office, internet, email.
• Strong communications and analytical abilities.
• Willingness and ability to travel regularly and at short notices

Location: Abuja 
Department: GF 
Band:  Band C-1   
Reports to: Administration Officer 
             
Primary Responsibilities

• The logistics Officer will provide logistics and travel support to the CRS Nigeria program in line with policies and procedures to provide a smooth and coordinated logistics and travel support to all units.

Logistics 
General:

• Ensure that logistics activities are carried out in accordance with CRS policies and procedures
• Will be required to research into various logistics approaches and provide regular updates on improving current logistics practices of the CRS Nigeria program
• Develop a logistics policy liaising with other country programs.

Shipment:

• Advise on needed documentation and procedure for all shipments for the CRS office upon receiving information on incoming shipments.
• Monitor all shipments to the CRS office and liaise with clearing agents on the clearing and delivery of items.
• Follow up with the various government agencies to process relevant documentations (e.g. IDEC, NAFDAC certification, Form M, Standard Organization of Nigeria, etc.).
• Will be required to inform relevant manager on the received items for further follow up.

Receiving /Distribution:

• Coordinate with the Admin officer on the receiving of goods for the CRS Nigeria GF program. 
• Liaise directly with requestors, transporters and partners to coordinate distribution schedules.
• Receive goods received notes from the partners and delivery notes from the transporters; initiate payment process and follow up with Finance.
• Effectively organize the delivery of the goods to the required locations.
• Organize all necessary required labor to facilitate the movement of received goods.

Travels
Immigration:

• Liaise with all relevant persons/organizations to facilitate compliance with Government of Nigeria Immigration requirements for CRS/Nigeria International staff and families. Also responsible for generating immigration status report.
• Advise staff/travelers on immigration requirements; provide support as needed to facilitate visa processing.
• Coordinate all visa requests for staff on official assignment and provide needed support.
• Also responsible for generating Immigration Status report monthly
• Generate a monthly immigration report and submit to the Head of Administration

Ticketing:

• Make airline bookings and reservations for all staff on official assignments.
• Explore the least cost ticket options available for staff on official duties and advise accordingly
• Identify two to three travel agents that will handle CRS/Nigeria’s travel needs.
• Coordinate and liaise with travel agents to ensure smoothness for all bookings.
• Monitor and be informed on ongoing changes in the airline industry.

Hotel & Accommodation:

• Make all hotel arrangements for all CRS or partner activities as requested and ensure that the bills are settled promptly after the completion of the activity.
• Make all accommodation bookings for all CRS staff as requested (in hotels where MOU are operational) and make necessary pick up arrangements for the international visitors.

General Responsibilities:

• Will be required to backstop for some key administrative staff who are off-duty, as requested by the GF Admin Officer.
• Make recommendations to the Gf Admin Officer on improving practices under portfolio.

Agency Wide Competences 
These are rooted in the mission, values, and guidingprinciples of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results:

• Serves withIntegrity
• ModelsStewardship
• Cultivates Constructive Relationships
• Promotes Learning

Key Working Relationships
Internal:       

• GFAdministration Officer; Operations Manager, Finance, GF Program staff etc.

External:            

• Clearing Agents, Travel Agents and CRS Partners etc.

Qualifications

• A university degree or HND in Administration or other social development courses.
• Minimum 3 years working experience in travels or logistics capacity.
• Good interpersonal skills.
• Able to write clear reports.
• Relevant demonstrated experience in logistics and administration.
• Commitment to beneficiary accountability and humanitarian ethics.
• Minimum of four years continuous administrative responsibilities. 
• Excellent English language skills written and spoken. 
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Excellent interpersonal skills must be able to interact in a mature, professional and friendly manner with local and international colleagues of differing religious and cultural backgrounds. 
• Ability to work on multiple tasks concurrently and under pressure with little or no supervision.
• Driver’s license and a good knowledge of Abuja.
• Willingness and ability to travel to field locations regularly and sometimes on short notice

Disclaimer:

• This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Location: Ondo
Department: Global Fund Malaria Program       
Band:  D1               
Reports to: Zonal Team Lead
Position type: Full time  
Slot: 2           

Context
CRS has a long and rich history of collaboration with the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund). Since 2003, CRS has been awarded over $290 million in Global Fund resources to implement programs in 27 countries. In Nigeria, CRS is a sub-recipient (SR) on the Global Fund HIV and Malaria grants and will assume the role of principal recipient (PR) for the Global Fund Malaria grant starting January 2017. As PR, CRS will partner with the National Malaria Elimination Program (NMEP), various state governments and malaria partners and stakeholders to coordinate the 2017 long lasting insecticide treated nets (LLIN) mass campaigns in 7 states.  CRS will also manage and oversee SRs to deliver a range of malaria treatment and prevention services at the state level.

Primary Function
The GF Malaria Technical Manager (TM) will serve as the focal points for SRs for coordinating the planning process and implementation of the program activities to achieve donor targets, in accordance with the work plans, approved deadlines, within the budget limitations and donor guidelines at the state level.

Job Responsibilities
1.) Program Management:

• Provide support to the SRs in coordinating the GF Malaria project at the state level.
• Ensure that SR program activities are implemented according to the work plans, approved deadlines, and within the budget limitations in the assigned state.
• Ensures that the CRS Zero Cash Policy is respected at the field level programming.
• Ensures the proper execution of the monitoring and evaluation plan by SRs.
• Manage SR budgets, including tracking of financial and material resources, according to the policies and guidelines of GF and CRS.
• Participate actively in the program wide quarterly program review, coordinate the analysis of the quarterly SR M&E state reports and follow up with appropriate actions.
• Ensure accurate and timely reporting of program finances and progress status to CRS by the SRs.

2.) Budget Management:

• With support from the grant management team, work with the CRS GF Malaria SRs in budget management, including monthly liquidation and request for advance.
• Review actual SR financial performance against the budget, and explain variances on a regular basis.
• Actively participate in activities to ensure SRs remain in compliance with CRS and GF donor rules and regulations for management of resources.

3.) Partnership Management:

• Act as primary state contact/support for designated SRs, including sharing new information and taking the lead on ensuring healthy relationships are maintained between SRs, SMoH and CRS.
• Build relationships with other stakeholders in the state which will include other implementing partners, state governments and state agencies for Malaria control.

4.) Training and Mentoring:

• Ensure that all state meetings and trainings hold as scheduled.
• Ensure all SRs understand program priorities and promote buy in from team.
• Support the SRs’ planning and delivery of trainings, workshops and other capacity development interventions.

5.) Representation:

• Represents CRS at all required state level meetings with SMoH.
• Represents CRS at all state level technical meetings with other malaria partners e.g. Technical Working Groups etc.

Agency Wide Competences (For all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with integrity
• Models stewardship
• Cultivates constructive relationships
• Promotes learning

Key Working Relationships

• Internal: Global Fund Malaria Program Team, Deputy Country Representative, Country Representative, Head of Operations, Finance, Procurement and Administration Staff, Regional and Senior Technical Advisors, Deputy Regional Directors for PQ and MQ
• External: Global Fund’s Fund Portfolio Manager and Nigeria Country Team, SRs, State Ministries of Health (SMOH), National Malaria Elimination Program (NMEP) within the Federal Ministry of Health (MoH), Technical and Financial Partners, partner health facilities, Local Fund Agent (LFA)

Physical Requirements/Environment: Ability to travel frequently to the project sites in all the states of the assigned zone.

Qualifications

• M.D/MBBS required with significant field experience in clinical and/or community-based malaria prevention, diagnosis and treatment OR post graduate degree in Health Management or Public Health.
• At least 6 years of post NYSC relevant experience in public health with a strong preference for candidates with at least 4 years’ experience in malaria programming. Some health-related community development experience is required.
• Experience managing developmental programs is required. 
• Experience in malaria programming at the field level and providing technical assistance to partner organizations; knowledge and experience of programmatic and technical service delivery challenges highly desired.
• Ability to work both in a team and independently and ability to transfer knowledge through formal and informal training.
• Experience with, and a demonstrated commitment to, community-based approach to development.
• Experience with GF donor funding requirement a plus.
• Ability to interface with multiple stakeholders, representatives, and partners in a professional manner on an ongoing basis.
• Excellent analytical and information seeking skills, good decision-making skills.
• Experience with participatory planning and evaluation methods preferred.
• Strong inter-personal and public relations skills.
• Willingness and ability to travel regularly and at short notices.
• Excellent English language oral and written communication skills. 
• Proficiency in MS Office suite, including Word, Excel and Outlook.

Location: Abuja
Department: Global Fund (GF)
Band: D-2
Reports to: Grant Manager

Job Purpose

• Responsible for giving accurate and timely financial information to the Grant Manager. In addition, assist and collaborate with the Administration and Program departments on operational financial matters. S/he will act as Grant Manager whenever the Grant Manager is out of office.
• S/he will also review and analyze all the reports generated within the CRS GF finance department (Advance / Liquidation Status Report, Revaluation Report, National Staff Benefits Report, Bank Reconciliation Statements, Monthly Feedback from HQ Staff etc.) and make informed recommendations to the Grant Manager for improvement; develop relevant tools to research any elements of the Finance Department functions and make recommendations to management for improvement.
• The SFS will be specifically responsible for ensuring that the Internal Control System is in place to ensure that all the program’s assets are safeguarded.

Key Responsibilities
a.) Financial Reporting:

• In collaboration with the Grant Manager, take the lead during monthly/annual financial reporting closure.
• Liaise with colleagues in the Grant Unit on deliverables required to meet month/year end closure timelines.
• Liaise with the Administration department on deliverables required to meet month end closure timelines, such as review of VMS report.
• Ensure monthly preparation of the balance sheet report/ageing report for presentation to Senior Management.

b.) Cash Management:

• Perform daily physical cash counts on cash-in-safe in line with the Agency’s policy and document all findings.
• Perform surprise/spot checks cash counts on cash-in-safe in line with the Agency’s policy and document all findings.
• Perform monthly receipt reconciliation/management process and document findings.

c.) Non-Grant Receivables and Payables Management:

• Monitor balances on the staff and vendors’ advances, and communicate to the Grant Manager on material exceptions to policies.
• Identify long outstanding receivables and follow up with the Grant Manager for corrective actions;
• Ensure that all payable accounts are kept at very minimal balance.

d.) Financial Information management:

• Ensure that all approved journal vouchers of the Agency (that is, for Finance and Grant units) are promptly and accurately posted into SUNsystem.
• Ensure that all financial transactions are supported with necessary documentations before upload into SUN system.
• Ensure regular review of the GF program’sgeneral ledger, trial balance and other mandatory reports and immediately draw the attention of the Grant Manager of any material exception.
• Ensure that the new cost allocation policy is properly implemented in line with the agency regulations.

e.)  Payroll Management:

• Ensure monthly preparation of payroll.
• Ensure preparation of other benefit related reports such as time sheet exception reports.

f.) Internal Audit:

• Actively support HQ internal audit process.
• Actively support all other audit process.

g.) Other Duties:

• Assist in conducting training on financial matters to the CRS/Nigeria staff when necessary.
• Provide cover whenever the Grant Manager is not available in the office.
• Accomplish other tasks as requested by the Grant Manager or the CRS/Nigeria management.

Key Working Relationships

• Internal: GF Finance Specialists and Officers, GF Grants Manager, administration staff, GF program staff, country program finance staff, HQ and CARO Region.
• External: Government agencies, CRS bankers, vendors, sub recipients

Agency Wide Competences (For all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Required Minimum Qualifications & Experience

• Bachelor’s degree in Accounting or its equivalent.
• Professional accountancy qualifications or Master’s degree.
• Minimum of seven (7) years of work experience in an international accountancy firm or in an international development organization, at least 5 years must be at mid-management level in an international development organization;
• Excellent IT literacy and knowledge of MS Excel & MS Word (MS Office in general).
• Must be proficient in the use of Sun-Systems & Q &A.
• Management accountancy experience, providing financial analysis and interpretation for decision-making

Location: Abuja 
Department: Operations
Band: D-1
Reports to: GF Operations Manager

Context

• The position of the Senior Administrative Officer will oversee the office administration processes for the CRS Global Fund (GF) program, while providing reports and status updates to Operations Manager on a timely basis.
• This position is responsible for following through on the day-to-day activities that will ensure the smooth and efficient running of the GF Abuja program office and zonal offices.

Primary Function

• The Senior Administrative Officer will be specifically responsible for: – the GF program logistics including vendor agreements and contracts management, clearing of goods at points of entry etc.

Job Responsibilities
Office Administration and Management:

• Facilitate effective coordination, understanding and cooperation between the administration department and the finance/ program departments.
• Develop strategies to ensure efficient application of agency resources, minimize wastage and achieve highest standards of stewardship.
• Provide supervision on couriers to ensure that commodity documentation (for sent and received items) is carried out properly.
• Manage contract for guards at the zonal offices (with central security service provider).
• In conjunction with the Head, Facility and Fleet Unit, draft all tenancy agreements/contracts accordingly.
• Manage supplies for GF offices.
• Manage contracts for facilities and securities.
• Carry out due diligence on properties and vendors as required by organization’s administrative procedures.
• Manage and update the CP Yearly Approved Suppliers List.

Logistics:

• Coordinate with program and administration staff for the transportation of project materials/equipment to project partners and to the field offices where applicable.
• Ensure all required documentation and approvals are secured for such transportation.
• Forward received documentation on deliveries to the Logistics Officer for processing of payments.
• Receive goods received notes from the partners and delivery notes from the transporters; initiate payment process and follow up with Finance.
• Organize all necessary required labor to facilitate the movement of received goods and effectively organize the delivery of the goods to the required locations
• Provide support in the movement of items that are donated to the office and ensure all documentation is in place for receiving or onward movement to partners where applicable.

Immigration:

• Advise staff/travelers on immigration requirements for in country; provide support as needed to facilitate visa processing.
• Coordinate all visa requests for staff on official assignment and provide needed support.

Security Coordination:

• Manage the country program welcome kit on SharePoint.
• Provide support to the Security Manager; in absence, act as the security manager.

Transaction processing:

• Reviews requests for services and cash disbursements and ensure its adequately supported and in compliance with administrative and financial policies and procedures.

Agency Wide Competences (For all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Key Working Relationships

• Internal: GF Program Management Unit (PMU); Head, Facility and Fleet Unit; Sub-Offices Administration staff; Program staff; finance staff; Operations Manager
• External: Representatives of other PVOs, Contractors, Vendors, project partners.

Knowledge, Skills and Abilities

• Bachelor’s degree in Law, Economics, Administration or Management. An MBA is preferable. 
• Must be a mature, motivated, problem solving individual with high levels of initiative.
• Minimum of five years’ relevant administrative management experience, preferably with an international organization.
• Prior experience in supervising staff in a structured work environment.
• Demonstrate excellent written and oral communication skills.
• Must demonstrate a good understanding of contemporary management best practices.
• Must have excellent research and facilitation skills.
• Excellent interpersonal skills.
• Demonstrate high level of initiative, diplomacy and tact.
• Excellent knowledge of computer software – MS Office and MS Excel especially.
• Must be flexible and be able to work independently and as part of a team.
• Willingness and ability to travel to field locations regularly and sometimes on short notice.

Location: Abuja
Department: Global Fund (GF)
Band: D-1
Reports to: Senior Finance Specialist
Slot: 2

Job Purpose

• Responsible for the Agency’s liquid cash safe keeping, document management and involvement in the daily finance unit operations.

Key responsibilities
Financial Accounting:

• Prepare cash disbursement vouchers and cheques for all payment requests to third parties (CRS staff and vendors) and ensure that all vouchers have adequate supporting documentation.
• Prepare all financial accounting unit General Journal Vouchers and ensure that all vouchers have adequate supporting documentation;
• Input all approved transactions on the CRS standard upload template for the Senior Finance Specialist’s (SFS) and Grant Manager’s(GM) review and upload into SUN Systems.
• Ensure that staff and vendor liquidations are promptly reviewed and forwarded for review of the SFS and onward approvals.

Bank and Cash Management:

• Preparation of monthly Bank Reconciliation Statements for all CRS Bank account
• Preparation of monthly receipt reconciliation.

Fixed Assets and Inventory Management:

• Performs Quarterly Inventory Count exercise.
• Reconciliation of fixed assets as per HQ Records.

Financial Reports:

• Provide employee benefits burn rate sheet for reimbursement/claims using Q&A.
• Prepare severance schedule for national staff on a monthly basis.
• Preparation of Balance Sheet Report.
• Prepare the monthly EFCC Report
• Follow up and ensure that all intra-agencies transactions are well supported.
• Ensure that all payable accounts are kept at very minimal balance.
• Any other duties as required by the SFS.

Key Working Relationships

• Internal: GF Senior Finance Specialist, GF Grants Manager, administration staff, GF program staff, finance staff,HQ and CARO Region.
• External: Government agencies, CRS bankers, vendors, sub recipients

Agency Wide Competences (For all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Required Minimum Qualifications & Experience

• Bachelor’s degree in Accounting or its equivalent
• Associate member of Institute of Chartered Accountants of Nigeria (ICAN).
• MBA in Finance or Business Administration.
• Minimum of four years of relevant experience, preferably with an international organization.
• Must be a mature, motivated, problem solving individual with high levels of initiative.
• Strong interpersonal skills.
• Strong internal relationship management and analytical skills.
• Strong organizational skills and attention to detail. 
• Demonstrate excellent written and oral communication skills.
• Demonstrate high level of initiative, diplomacy and tact.
• Excellent knowledge of computer software – MS Office (PowerPoint and Excel especially);
• Must be flexible and be able to work independently and as part of a team.
• Ability to travel as needed.
• Good IT literacy and knowledge of MS Excel &Word (MS Office in general).
• Able to work effectively with minimum supervision and in a diverse team environment
• Good planning and prioritization skills
• Willing to work additional hours at crucial times

Location: Kaduna
Department: Global Fund Malaria Program       
Band:  D1               
Reports to: Zonal Team Lead
Position type: Full time  
Slot: 2           

Context
CRS has a long and rich history of collaboration with the Global Fund to Fight AIDS, Tuberculosis and Malaria (Global Fund). Since 2003, CRS has been awarded over $290 million in Global Fund resources to implement programs in 27 countries. In Nigeria, CRS is a sub-recipient (SR) on the Global Fund HIV and Malaria grants and will assume the role of principal recipient (PR) for the Global Fund Malaria grant starting January 2017. As PR, CRS will partner with the National Malaria Elimination Program (NMEP), various state governments and malaria partners and stakeholders to coordinate the 2017 long lasting insecticide treated nets (LLIN) mass campaigns in 7 states.  CRS will also manage and oversee SRs to deliver a range of malaria treatment and prevention services at the state level.

Primary Function
The GF Malaria Technical Manager (TM) will serve as the focal points for SRs for coordinating the planning process and implementation of the program activities to achieve donor targets, in accordance with the work plans, approved deadlines, within the budget limitations and donor guidelines at the state level.

Job Responsibilities
1.) Program Management:

• Provide support to the SRs in coordinating the GF Malaria project at the state level.
• Ensure that SR program activities are implemented according to the work plans, approved deadlines, and within the budget limitations in the assigned state.
• Ensures that the CRS Zero Cash Policy is respected at the field level programming.
• Ensures the proper execution of the monitoring and evaluation plan by SRs.
• Manage SR budgets, including tracking of financial and material resources, according to the policies and guidelines of GF and CRS.
• Participate actively in the program wide quarterly program review, coordinate the analysis of the quarterly SR M&E state reports and follow up with appropriate actions.
• Ensure accurate and timely reporting of program finances and progress status to CRS by the SRs.

2.) Budget Management:

• With support from the grant management team, work with the CRS GF Malaria SRs in budget management, including monthly liquidation and request for advance.
• Review actual SR financial performance against the budget, and explain variances on a regular basis.
• Actively participate in activities to ensure SRs remain in compliance with CRS and GF donor rules and regulations for management of resources.

3.) Partnership Management:

• Act as primary state contact/support for designated SRs, including sharing new information and taking the lead on ensuring healthy relationships are maintained between SRs, SMoH and CRS.
• Build relationships with other stakeholders in the state which will include other implementing partners, state governments and state agencies for Malaria control.

4.) Training and Mentoring:

• Ensure that all state meetings and trainings hold as scheduled.
• Ensure all SRs understand program priorities and promote buy in from team.
• Support the SRs’ planning and delivery of trainings, workshops and other capacity development interventions.

5.) Representation:

• Represents CRS at all required state level meetings with SMoH.
• Represents CRS at all state level technical meetings with other malaria partners e.g. Technical Working Groups etc.

Agency Wide Competences (For all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with integrity
• Models stewardship
• Cultivates constructive relationships
• Promotes learning

Key Working Relationships

• Internal: Global Fund Malaria Program Team, Deputy Country Representative, Country Representative, Head of Operations, Finance, Procurement and Administration Staff, Regional and Senior Technical Advisors, Deputy Regional Directors for PQ and MQ
• External: Global Fund’s Fund Portfolio Manager and Nigeria Country Team, SRs, State Ministries of Health (SMOH), National Malaria Elimination Program (NMEP) within the Federal Ministry of Health (MoH), Technical and Financial Partners, partner health facilities, Local Fund Agent (LFA)

Physical Requirements/Environment: Ability to travel frequently to the project sites in all the states of the assigned zone.

Qualifications

• M.D/MBBS required with significant field experience in clinical and/or community-based malaria prevention, diagnosis and treatment OR post graduate degree in Health Management or Public Health.
• At least 6 years of post NYSC relevant experience in public health with a strong preference for candidates with at least 4 years’ experience in malaria programming. Some health-related community development experience is required.
• Experience managing developmental programs is required. 
• Experience in malaria programming at the field level and providing technical assistance to partner organizations; knowledge and experience of programmatic and technical service delivery challenges highly desired.
• Ability to work both in a team and independently and ability to transfer knowledge through formal and informal training.
• Experience with, and a demonstrated commitment to, community-based approach to development.
• Experience with GF donor funding requirement a plus.
• Ability to interface with multiple stakeholders, representatives, and partners in a professional manner on an ongoing basis.
• Excellent analytical and information seeking skills, good decision-making skills.
• Experience with participatory planning and evaluation methods preferred.
• Strong inter-personal and public relations skills.
• Willingness and ability to travel regularly and at short notices.
• Excellent English language oral and written communication skills. 
• Proficiency in MS Office suite, including Word, Excel and Outlook.