Project Administrative Officer
CBM International
Abuja, NG
1d ago
source : Mrjobsnaija

CBM International's job vacancy, Career and Recruitment

Job title : Project Administrative Officer jobs in Abuja Job Location : Abuja Deadline : September 23, 2022

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  • Division : Programme Delivery Africa West & Center (AFWC) Country Office Nigeria

    Reports To : Senior Admin & HR Officer

    Main Objectives of the Role

  • Manage efficient and effective operations of the AOLFEIN state project offices in line with relevant CBM standards.
  • Ensure that the quality -of service delivery meets expected timelines and project needs.
  • Provide assistant to the state project Drivers / Logistics Assistants to ensure efficient fleet management and other related needs.
  • Logistics & Procurement Tasks

  • S / he collects proforma invoices on approved purchase requisitions for procurement of goods and services for the project states, prepares offer analysis and makes recommendations.
  • Once the purchase order has been completed, will follow up to assure timely delivery.

  • S / he maintains procurement data including supplier list and standards of goods and services, and ensures the effectiveness of procurement in timely and cost effective manner for the project states.
  • Prepare bid evaluation reports, abstracts or financial comparison matrix of offers, compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods / services at the best terms and lowest costs possible with due consideration to cost, quality, delivery time, payments terms and others.
  • Inquires immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
  • S / he will supervise all the staff under his / her responsibility according to CBM HR policy including setting up their objectives, performance evaluations, leave management and technically supporting them in their job.
  • Supervises and coordinates activities of workers (outsource) engaged in setting up, installing, repairing, and maintenance works to ensure the completion of repair, maintenance & Installation in accordance with service agreement or contract.
  • He / she will be responsible for ensuring proper recording of fuel useage of all fleet / generators at the states and keep all records (log sheet, stock report).
  • He / she will review monthly fuel reports for vehicles and generators where available.
  • S / he will be responsible for handling of all cargo & medical supplies received locally from the suppliers or from / to the field, review all the waybills, packing list and delivery notes.
  • Prepares weekly procurement status report and submits to the HR & Admin senior officer.
  • Regularly updates the supervisor of all partial collection of the procured goods.
  • Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
  • Does quarterly or 6 month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
  • Administrative Tasks

  • Arrange hotel accommodation for staff, participants, consultants and all partners who are coming to the project state for assignments.
  • Handles all meetings / conferences / activity logistics for the project states with approved hotels and vendors, meetings making sure that materials, equipment, etc required for the activity are organized and ready for the activity.
  • Carry out hotel assessments and vendor assessments to get more qualified vendors at the project states.
  • Manage filing and archiving of administrative and technical documents and update registers regularly;
  • Maintain relevant internal databases and files; keeps track of contractual agreements and purchase orders;
  • Maintain an updated asset / inventory management process including tagging and periodic assessments of all assets at the project states.
  • Support in providing regular contract status reports using the Contracts Database.
  • Assist in organizing tendering processes as required, ensuring processes are transparent, provide value for money and are properly documented, could also be required to sit in during procurement committee meetings
  • Work with Senior Officer administration & HR in ensuring contract terms are observed by contractors, constantly making follow-ups and providing necessary amendments for contracts.
  • Support in ensuring timely, and accurate payment processing and documentation of consultancy and works
  • Ensure employment contracts are in place and inform the Senior Admin & HR officer in a timely manner of contract end-dates of project staff.
  • Support the coordination of the induction & briefing for new staff in the field Project Offices.
  • Coordinate the effective implementation of the annual performance management process by line managers of the AOLFEIN project in line with agreed timelines.
  • Ensure all project staff have up-to-date and signed job descriptions in place.
  • Maintain a proper and systematic archive system
  • Perform other tasks as required
  • Travel activities, required? yes.
  • Requirements

  • Bachelor's Degree in Business Administration or its equivalent graduate Degree, membership of any relevant professional body will be an asset.
  • At least three (3) years of progressively responsible procurement, administrative & logistics work experience preferably in the INGO sector.
  • Relevant HR administration experience will be an added advantage
  • Demonstrated experience in logistics & procurement in the INGO sector focused on ensuring compliance with established donor rules and regulations.
  • Ability to prioritize multiple assignments in an extremely fast-paced environment, to meet deadlines, to exercise good judgment and to effectively communicate with logical and flexible approach to solving problems, especially when working under pressure.
  • Monitoring / assessing performance to make improvements or take corrective action.
  • Good organizational skills.
  • Good communication and interpersonal skills.
  • Good written and spoken English.
  • Demonstrated ability to interact professionally with a culturally diverse staff, clients and consultants.
  • Ability to work independently, take initiative and ability to meet deadlines with attention to detail and quality.
  • Demonstrated intermediate computer skills in Microsoft Office Suite applications.
  • Functional expert has knowledge of processes and products.
  • Influencer relates to people, builds relationships, and effectively presents arguments.
  • Results seeker meets deadlines, identifies actions, and achieves goals.
  • Innovator thinks creatively, anticipates changes, and produces solutions.
  • Adaptor stays calm under pressure and handles criticism well.
  • Complier follows procedures and encourages others to as well.
  • Reflects CBM values in daily work.
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