Position SummaryThe Procurement, Admin, and Logistics (PAL) Coordinator will provide the main logistical support to the Niger Delta offices (Port Harcourt, Delta, Bayelsa), liaising closely with the Program Team and the finance team to ensure good recordkeeping, as well as liaising with the Admin officers and assistants to support the smooth running of the office.Reports to: The Procurement, Admin, and Logistics (PAL) Manager and be line managed by the Head of Program implementation Niger DeltaWorking relations: Working closely with the Finance and Programs teamThe position holder will supervise PAL Officers, Assistants, Drivers, and the Office Cleaning StaffDuration: 6 monthsProcurement ManagementPromptly coordinate Search procurement activities in collaboration with the PAL Manager in line with search and donor policiesCoordinate procurement process of goods and services, ensure necessary documentationEnsure Search procurement guidelines are adhered to in all Search offices in NigeriaEnforce compliance with procurement threshold and proceduresEnsure Search procurement processes are legal and ethicalRegularly update the PR tracker to reflect stages of procurement for each requestConduct quote analysis and draft selection memosInteract with contractors in coordination with Admin and Procurement ManagerEnsure prompt and correct filing of procurement related documents both hard and e-copySupport Invitation to bids process.Administrative & Logistics ManagementSupervise the maintenance of office equipment and oversee repairLiaise with the landlord of the office premises and other operational contacts such as vendors, suppliers and courier services to keep the office fully functionalEnsure that SFCG’s inventory list is updated on regular intervalsEnsure that the door security system and key management is functioning properlyManage the office fleet and approve any private vehicle hireOversee vehicle repairsMaintain and review office logs on travel, inventory and fuel usage for generator, vehicles etc.Support staff travel arrangements, relevant documentation (tickets, accommodation etc.) and any necessary travel supportPrepare and submit a monthly logistics report about the above to the Procurement, Admin and Logistics Manager.Maintain and update vendor’s database for necessary goods and servicesMonitor quality and control cost on various office supplies, stationery, hotel accommodation, transportation and other equipmentProvide support to HR where neededAny other function required to undertake broadly in line with above functions.CollaborationsWork with members of the PAL team to draft LPOs for contractorsCollaborate with the PAL team to ensure a regularly updated inventory tracker for all assets purchasedCoordinate with the PAL Manager to draft ContractsCoordinate with finance unit to ensure payments to vendors are timelyCollaborate with Program team to ensure seamless support to program activitiesAsset ManagementEnsure proper tracking of all Search assets throughout the countryAccountable for proper tracking of assets using Equipment Issue / Receipt formsSupport asset verification process and submission of asset reports to the Admin and Procurement Manager for review.Ensure spot-checks are done systematically, documented and reported for all Search assets, inventory and equipment.Other DutiesKeep colleagues apprised of developments in own area as appropriateContribute to staff meetings, and other internal meetings with appropriate content , viewsand suggestionsFulfill requirements of internal staff management processes including performance reviews, supervisory meetings, etc.Develop strong relationships with all SFCG colleagues and partners to enhance their understanding of admin/logistics and build their knowledge.Qualifications5 years´ professional experience carrying out administrative, logistical and/or operational tasksBachelor’s degreeEffective oral and written English skills.Good level of proficiency in Microsoft Word and ExcelGood administrative and organizational skills and ability to keep documentation tidy andaccessibleHigh level of attention to detail and accuracyAbility to plan and organize multiple simultaneous tasks efficientlyEase in communicating with colleagues and third parties via emailAbility to work independently and ask for clarification where neededExcellent phone etiquetteA demonstrated commitment to high professional ethical standards and a diverse workplaceStrategic ObjectivesPurchasing: Purchase goods and services at the right time and at the most advantageous price and with proper tax and duty if applicable.Inventory: Ensure efficient management of the movement and storage of goods and maintain inventory at appropriate level to avoid excessive or shortage of inventoryLogistics: Coordinate seamless transportation and accommodation logistics for staff and guest, nationally and internationallyAdministration: Ensure all Jos offices runs smoothlyCapacity Building: Identify skills gap of your direct reports and facilitate the training requiredYour Competencies Must CoverAccountability: Being accountable and passing on accountability for one's own actions and those of colleagues and the organization.Attention to detail: The ability to process detailed information effectively and consistentlyCollaboration: The ability to work effectively with others in order to achieve a shared goal - even when the object at stake is of no direct personal interest possibilities.Creativity: The ability to come up with original and innovative ideas and solutions, to adopt points of view outside the usual parameters.Focus on Quality: Setting high quality standards and striving for continuous improvement and quality assurance.Learning Ability: The ability to absorb new information readily and to put it into practice effectivelyAdaptability: The ability to remain fully functional by adapting to changing circumstances (environment, procedures and people).