MSI Nigeria is a result-oriented social enterprise, which uses modern management and marketing techniques to provide reproductive health care and allied services. MSI Nigeria’s goal is to meet the needs of underserved Nigerians and dramatically improve access and use of a range of reproductive health services. MSI Nigeria is part of Marie Stopes International’s Global Partnership which is in over 37 countries worldwide and it operates in Nigeria through six service delivery channels.
POSITION: REGIONAL ADMIN OFFICER
LOCATION: KANO
OBJECTIVES:
This position exists to provide support in the regions, procurement, inventory management, fleet management Asset management, Admin and HR. The Admin Officer will be responsible for bi-weekly stock report on tally, monthly fleet report, vehicle maintenance monthly report and in charge of procurement processes (from request to quote to issuance of PO) and monthly procurement report.
KEY OBJECTIVES:
- Manage Procurement Process
- Maintain Vendor List
- Carry out Vendor due diligence exercise.
- Treat all Procurement Request Form (PRF) in his/her region by sending out request for quote to vendors on the Vendor list, evaluate quotation, Organize Procurement Committee (Procomm) meeting when required and award PO.
- Liaise with Support office for transactions above regional threshold.
- Send monthly procurement report and tracker.
- Ensure all delivery is done as stated on purchase order.
- Ensure that quality assurance document is signed for all transactions.
- Fleet & Logistics Management
- Manage the usage of the daily vehicle Checklist/Fleet visit.
- Manage the usage of the fuel voucher & Total card
- Collate monthly, the fuel receipts and maintenance invoices from DAAs.
- Maintain vehicle files in your region.
- Quarterly Fleet quality self-assessment by RAOs.
- Manage vehicle routine maintenance and repairs.
- Regular update of maintenance and repair invoices, people data and fleet data on Tracpoint software.
- Monthly update of fuel expense on Tracpoint.
- Use of Total card fuel platform to troubleshoot and identify out-of-norm consumption rate.
- Management of dispatch of stocks and other items either by third party logistics or internally.
- Follow-up with courier company to ensure items dispatched are delivered at the right place, time, price, quality, and quantity.
- Provide logistics support for internal and external meetings.
- Ensure prompt payment of third-party vendors.
- Asset Management
- Manage the asset register
Maintain record of asset movement and acquisition
- Capture details of all assets in the region and ensure they are all tagged.
- Capture the details of all assets in use by a team member transferred to or from your region, and update on the asset register.
- Human Resource Management
- Creating files for Team Members
- Ensure the timely submission of Time sheets
- Support with sourcing of CVs for LOCUM roles
- Support with the recruitment process
- Ensure the timely submission of Time sheets
- Support in getting work tools for Team Members
- Information Technology (IT)
- Internet Service Provider (ISP) Management
- Escalate network downtime to ISP
- Escalate poor Quality of Service (QoS) to ISP
- If issues are unresolved, escalate to IT Team
- Periodically scout around for better ISPs in your locale.
- Internet Service Provider (ISP) Management
- IT Support for Users and Work tools
- Support for team members on email setup and Adobe signatures
- Applications support for team membersEscalate unresolved issues to IT team.
- Ensure network devices and network connectivity in the office is working perfectly.
- Time and Attendance Management
- Ensure team members clock-in and clock-out daily.
- Ensure Time & Attendance device is functioning daily.
- Escalate issues with Time & Attendance device immediately to IT
- If device is not functioning, immediately Create a manual register to capture attendance records when device is not functioning and inform team members on the development.
- Pull the records from the time & attendance device and send to IT team if connectivity of device cannot be established from ASO due to downtime.
- CCTV Management
- Ensure CCTV system is functioning.
- Escalate issues with CCTV system to IT team.
- General Office and Facility Management
- Management of front office to include (but not limited to) mails & correspondence, office ambience i.e. aesthetics, branding, and general outlook of all the regional and state offices.
- Assist with office relocation, allocation of seats and general office set up.
- Ensure basic facilities are well-maintained by proactively managing processes for routine and preventive maintenance of all office equipment i.e., generators, air conditioner, fire extinguishers, printers, and photocopiers etc.
- Manage and resolve all minor and major facility issues (electrical, plumbing, carpentry, waste management, gardening etc.) within the offices.
- Track receipt and consumption of diesel for the office.
- Ensure quarterly fumigation and deep cleaning is carried out in all regional and state offices.
- Ensure prompt settlement of payment for all third-party invoices associated with Corporate Services Unit deliverables (Hotels, facility management, janitorial, security and all ancillary services.)
- Ensure prompt settlement of all routine and statutory bills for regional and state Offices (electricity, water, environmental sanitation etc.)
REQUIRED, SKILL, EXPERIENCE & QUALIFICATION:
To perform this role, it is essential that you have the following skills:
- Bachelor’s degree in supply chain management, Procurement & Stores Management, Commerce, or Business Administration
- 2-3 years of post-NYSC full-time professional experience in procurement, logistics, administration/Human resources, inventory, and vendor management.
- A professional Qualification in Procurement and Logistics Management, Human Resources, supple chain will be an advantage.
- Knowledge and experience in a health/medical or INGO organizations; experience in working in donor funded programmes.
- Procurement and Supply Chain, knowledge of ERP packages (Tally) will be an advantage.
- MS Office programs and other related professional certification will be an advantage.
Note: There are no relocation allowances available for this position.
Interested persons may send a comprehensive resume with a brief cover letter as ONE MS Word document or PDF to [email protected] no later than June 14, 2024. If you wish to be considered for the post, please specify the position in the subject line. Note that if the underline instructions are not followed application will not be considered.
MSI Nigeria Reproductive Choices provides equal opportunity in employment and prohibits
discrimination in employment on the basis of race, sex, colour, religion, sexual orientation, age, marital status, or disability.
