Marie Stopes Nigeria (MSN) is a results-orientated non-Governmental organisation, which uses modern management and marketing techniques to provide family planning and other reproductive healthcare clinical services in underserved communities. MSN’s goal is to dramatically improve access to family planning and related reproductive health services to reduce maternal mortality and ultimately poverty in Nigeria.

MSN is part of Marie Stopes International’s Global Partnership which operates in 37 countries and is the largest non-Governmental provider of family planning in the world.

The core responsibility of this post is to use:

￭ initiative             ￭ energy          ￭ persistence               ￭ results orientation

￭ drive                  ￭ integrity         ￭ enthusiasm               ￭ commitment to personal development                                                                                                  

Job Summary

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 Responsibilities

This position exists to provide support in the regions in procurement, inventory management, fleet management Asset management, Admin and HR. The Admin Officer will be responsible for bi-weekly stock report on tally, fleet report, vehicle maintenance monthly report and in charge of procurement processes (from request to quote to issuance of PO)

The Admin officers in various regions will work in collaboration with the Regional Manager, Inventory and Asset Management Coordinator, Fleet Coordinator and the Senior Procurement Officer to coordinate the PILAM unit in the Regions.

1. Manage Procurement Process

• Maintain Vendor List
• Treat all Procurement Request Form (PRF) in his/her region by sending out request for quote to vendors on the Vendor list, evaluate quotation, Organise Procurement Committee(PC) meeting when required and issuance of PO
• Procurement above the region threshold, forward to Support office
• Send weekly Procurement Report

1. Fleet Management
• Manage the usage of the daily vehicle Checklist/Fleet visit
• Manage the usage of the fuel voucher & Total card
• Send monthly, the fuel receipts and maintenance invoices
• Maintain vehicle files in your region
2. Inventory and Stock Management

• Maintaining accurate records of stock movement in and out of the warehouse daily.
• Posting & documentation of all goods receipt and stock consumption as it happens on a daily basis
• Synchronizing of all inventory postings at the Regional office with Support Office Central Store database on a weekly basis and as at when due.
• Carrying out weekly cycle count to determine Critical Stock consumption rates and interpreting same into the following reports:
• Critical Stock Report
• CPFR (Collaborative Planning, Forecast & Replenishment) Report
• Prompt treatment of all material requisitions and issuing of stock items to User departments, Outreach teams and Field officers daily.
• Maintaining GWP (Good Warehouse Practice) and HSE (Health, Safety & Environment) standards through:
• tidy shelving, racking system/ store arrangement,
• FEFO (First Expired First Out),
• FIFO (First In First Out),
• Stock Codification/ labelling
• use of PPE (Personal Protective Equipment) at all time
• Give monthly report on expired drugs and medical consumables.

1. Asset Management

• Manage the asset register
• Maintain record of asset movement and acquisition

1. Human Resource Management

• Creating files for Team Members
• Ensure the timely submission of Timesheets
• Help in getting work tools for Team Members

1. EDUCATION, QUALIFICATIONS AND TRAINING

• Essential: Bachelor’s Degree in Supply Chain Management, Procurement & Stores Management, Commerce, or Business Administration.
• Essential: Fluency in English (Written, Spoken and Reading)
•  A professional Qualification in Procurement, Logistics or Inventory Management will be an advantage

Experience & Skills

1. Previous work experience required:
   Essential: Considerable (2 - 3 years) full-time professional-level experience involving the Procurement, Logistics, Administration and Inventory Management. Working on international procurement transactions; Experience with direct supervision of personnel.
   Desirable: Knowledge and experience in a health/medical or NGO organizations; experience in working in donor funded programmes.

1. Technical knowledge or skills
   Essential: Supply Chain and Admin, knowledge of ERP packages (Tally) will be an advantage, MS Office programs and professional certification in view.

1. Organizational skills
   The Admin Officer should have the following skill sets: communication, active listening and learning, coordination, judgment and decision making, organization, time management, writing, service orientation, negotiation, and mathematics

Competences

1. Personal competences
   (i). Procurement Knowledge, 
   (ii). Respect & Integrity, 
   (iii). Emotional Resourcefulness, 
   (iv). Ability to Learn, Relearn & Unlearn, 
   (v). Forward Thinking, 
   (vi) Reliability.

1. Job Specific competences
   (i). Independence, 
   (ii). Analytical Thinking, 
   (iii). Conceptual Thinking, 
   (iv). Proactivity, 
   (v). Results Orientation, 
   (v). Thoroughness.

Core/values

1. Proven excellent technical oral, written, and editing abilities
2. Ability to present and write for multiple audiences
3. Extensive working knowledge of Microsoft Office
4. Ability to work well with others in team environments
5. Must be able to satisfy stakeholders
6. Should be able to work in deadline driven/results orientated atmospheres
7. Strong people management skills
8. Strategic guidance and planning skills
9. Report writing
10. Pro-choice
11. Motivated personally and professionally to develop
12. Willingness to travel as requested