The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is a global leader in the fight against pediatric HIV and AIDS, working in 15 countries and at more than 6,000 sites around the world to prevent the transmission of HIV to children, and to help those already infected.
- Experience4 years
- Location Abuja
Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is seeking a highly skilled, experienced, and qualified individual to fill the position of Procurement, Logistics, & Administrative Officer.
Under the direct supervision of the Country Manager and dotted-line reporting to the Regional Procurement & Logistics Manager, the Procurement, Logistics, & Administrative Officer will coordinate procurement, logistics, inventory, and administrative operations. He/She will ensure that operational processes are efficient, compliant, adherent to the Foundation’s, donor’s, and Nigerian policies and laws, and responsive to program implementation needs.
This position will work very closely with the country and Project Operations Support Team (POST), and provide support to other EGPAF countries under the POST.
No two days are alike at EGPAF, but what can you expect in this role?
Procurement Management
- Coordinate procurement activities, ensuring compliance with the Foundation’s and donor regulations, including procurement plans, vendor assessments, and purchase documentation.
- Develop, maintain, and update the procurement plan regularly for all ongoing and new procurements to provide visibility into ongoing purchases.
- Draft request for quotes (RFQs), request for proposals (RFPs), task orders, purchase orders, and agreements
- Support contract negotiations with vendors and service providers, ensuring value for money and timely delivery.
- In collaboration with the program and technical teams, obtain and review product specifications or scope of work for services; ensure that specifications and scopes are clear, objective, and complete.
- Conduct review and evaluation of bids, prepare bid matrix, and ensure participation of procurement committee members or relevant programs and technical staff/ and consistency with evaluation criteria according to the approved Procurement Procedure
- Conduct vendor pre-qualifications for repetitive purchases such as accommodation, catering services, and vehicle service
- Ensure that all requests for quotes and proposals clearly present all specifications and requirements, assemble the procurement committee if needed, and ensure they competitively analyse bids.
- Ensure complete documentation for all purchases and upload signed documents to SharePoint for payment processing.
- Ensure procurement files are complete, audit-ready, and properly archived.
- Ensure office operations comply with donor requirements, Nigerian law, and the Foundation’s policies.
- Monitor operational risks and recommend mitigation strategies
- Serve as internal and external audits focal point for procurement, logistics, and administration.
- Provide support to other EGPAF countries under POST
Logistics & Inventory Management
- Manage and update the asset and inventory management system, ensuring proper tagging, assignment, tracking, reporting, and updating of all supplies, equipment, commodities, and the government property list.
- Approve routine asset allocations and consumable requests, ensuring accountability and cost-effectiveness.
- Supervise locum drivers and ensure that accurate, up-to-date, and complete trip records and fuel usage are maintained in the vehicle logbook
- Manage and update the fleet management system and supervise timely maintenance of the project vehicle and office equipment.
- Support the execution of the asset disposal plan in line with donor and the Foundation’s procedures.
- Manage the project’s inventory control system, including storage, quality control, inventory record keeping, and reporting.
- Direct and supervise the storage, distribution, and transport of commodities and supplies
Administration
- Plan logistics for project meetings, seminars, and trainings, including selection of venue and conference package.
- Coordinate travel logistical arrangements for staff, consultants, and participants, including flight tickets, hotel reservations and, where required, airport and hotel pick-ups.
- Support the organization of internal and external meetings and events as directed, which may include setting up rooms/venues, arranging catering and refreshments, ensuring the necessary equipment and materials are in place and functioning.
- Supervise, mentor, and appraise the Office Assistant
- Develop and maintain an updated address book of all key partners and stakeholders.
- Provide ongoing capacity building for staff on procurement, logistics, and administrative compliance.
- Foster a culture of transparency, accountability, and operational excellence.
- Any other assigned duties
Qualifications
To be successful, you will have:
- University degree or its equivalent in Business Administration, Supply Chain Management, Procurement, Logistics, or related field.
- Minimum of 4 years of experience in operations, administration, procurement, and logistics, preferably in NGOs or donor-funded programs.
- Strong understanding of donor regulations and Nigerian procurement practices.
- Integrity and commitment to transparency and accountability, and solution-oriented.
- Basic analytic skills, team player, and the ability to make sound judgments and decisions.
- Excellent knowledge and experience with Windows, Word, Excel, PowerPoint, and other data processing and graphical presentation software.
- Excellent written, oral, and communication skills; strong interpersonal skills, including vendor management.
- Excellent organizational, problem-solving, and negotiation skills.
Bonus Points If You Have
- Professional certification in Procurement/Supply Chain (e.g., CIPS)
- Experience in managing procurement, inventory, and fleet systems
