Procurement Officer at the International Foundation for Electoral Systems

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 Officer

Location: Abuja
Employment Type: Full-time

Primary Function / Purpose

• The Procurement Officer oversee office procurement and compliance, in line with IFES internal and donor regulations.

Major Duties and Responsibilities

• Manage procurement process and maintain accurate and complete procurement records (including solicitation and selection process, debarment checks, and contract); monitor process for compliance with IFES policies and procedures;
• Supervise Procurement Associate in ensuring compliance with IFES and donor policies on all procurement related matters;
• Assists 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;
• Maintain a data base of all IFES contacts, NGOs and other organizations;
• Create a procurement tracker sheet and update the tracker on regular basis for all IFES Nigeria procurements (Local & HQ);
• Apply IFES procurement policy to conduct and manage local procurement including requesting informal quotes, re-bidding local contracts, preparing Purchase Orders, Call Orders or other contractual mechanisms
• Draft contracts for suppliers and consultants; review scopes of work and payment terms with program and finance staff to ensure completeness and compliance with IFES policies and procedures;
• Ensure proper back up documentations for procurement of goods and services and develop and maintain a procurement filing system
• Work with IFES-HQ in communicating the need for HQ-led procurement, including but not limited to, sending MSRs/SOWs/DIQF and participating in bid evaluations.
• Supervise and ensure safety measures are incorporated into all IFES Nigeria activities;
• Maintain the best cost savings mechanism wherever possible by negotiating and identifying proper vendors;
• Work with program team in the verification of items/services delivered against each purchase order/contract considering quality and quantity of material/services and providing program team with appropriate delivery note(s);
• Review regularly IFES policies, donor awards and Nigerian Government laws to ensure compliance;
• Other duties as assigned.

Skills and Specifications:

• The ability to remain organized while handling multiple tasks;
• Ability to complete tasks with no supervision;
• Self-motivated with the ability to meet IFES Nigeria deadlines;
• Ability to maintain and keep secrecy on all procurement issues;
• Being willing, and adaptive;
• Must value operating in a collaborative and cooperative environment;
• Ability to show initiative, good judgment, and resourcefulness.

Education and Qualifications

• Bachelor's Degree is required
• Minimum of 4 years experience preferably in procurement;
• Strong attention to detail;
• Excellent interpersonal and negotiation skills;
• Prior experience in procurement is required, with preference for experience working in procurement for international NGOs or international organization;
• Prior experience in working on USAID funded-projects strongly preferred;
• Prior experience working on other International Donor funded projects which may include but not limited to the EU, DFID, etc desired;
• 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;
• Ability to detect problems and produce acceptable solutions.
• Excellent oral and written communication skills

Others:

• Language Skills:  Proficiency in 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 send their CV and Cover Letter to: [email protected] using the Job Title as the subject of the mail.