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Procurement & Administrative Associate at the 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

Position Number: 21:270
Location: Abuja
Division: Program Management
Status: Local National Employee

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 and managing local procurement including requesting informal quotes, re-bidding local contracts, preparing 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 Administrative & Procurement Officer in communicating the need for HQ-led procurement, including but not limited to, sending MSRs/SOWs/DIQF and participating in bid evaluations.
  • Assist in the organization and logistics for workshops, conferences and seminars.
  • Manage local vendors and IFES service providers – Insurance, Telephones, Office Lease, Utilities, Internet provider, Office Facilities, etc.
  • Assist in organizing and maintaining a central filing system in both paper and electronic form.
  • Assist in drafting and submitting payment requests for vendor & staff statutory payments.
  • Assist in updating the procurement tracker sheet and update the tracker on regular basis for all IFES Nigeria procurements (Local & HQ).
  • Work with program team to verify the number and description of items/services delivered against each purchase order/contract, considering quality and quantity of material/services and providing program team with the appropriate delivery note(s).
  • Timely reporting to the Senior Administrative & Procurement Officer and/or Management in case of any discrepancies in delivery of material/services.
  • Assist in 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 the program team members.

Position Requirements
Education:

  • Bachelor’s Degree is required

Experience & Skills:

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

Language Skills:

  • Proficiency in the English language required.

Travel:

  • Travel is required.

Physical Requirements/Work Environment:

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

How to Apply
Interested and qualified candidates should:
Click here to apply online

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