Procurement and Logistics Officer at the Policy Innovation Centre (PIC)

Job Title: Procurement and Logistics Officer

Activities

• Procure goods and services in line with PIC and donor procurement rules and regulations.
• Coordinate the review of procurement-related documents, and prepare pricing/bid analysis.
• Issue purchase orders and ensure prompt delivery of ordered items.
• Adhere to the procurement policy at all times and develop/maintain a procurement tracking tool.
• Verify the quality of goods and services against outlined specifications.
• Receive goods and services from vendors and other service providers.
• Verify and process all vendor invoices for payment.
• Maintain and update the inventory register.
• Supervise the Office & Facility Assistant to ensure the receipt and issuance of goods from the store are properly documented. Properly document PIC property issued to employees and frequently update the PIC Asset List.
• Ensure all equipment and furniture are tagged and listed in the inventory.
• Ensure office equipment insurance is in place and regularly updated.
• Support inventory verification.
• Conduct security assessments and mapping for all PIC project implementation states.
• Provide daily security updates for staff.
• Offer security advice regarding staff travel.
• Liaise with security agencies within project states and at the national level.
• Coordinate flight bookings, and pick-up/drop-off to and from the office and airport, including lodging arrangements for staff and consultants.
• Coordinate ground travel logistics.
• Establish and maintain business relationships with hotels; negotiate and establish cost-effective rates for PIC-identified hotels after performing due diligence checks. Ensure all service contracts are up to date and in PIC’s and donors’ best interest.
• Provide logistics support for workshops, trainings, and meetings.
• Ensure smooth coordination of travel protocols for special guests invited by PIC.
• Ensure that office furniture, equipment, and facilities are adequate and in good working condition.
• Support the Administrative Assistant in ensuring workstations are available for staff, and that repairs are done in a timely manner.
• Ensure adequate space allocation for staff and resolve space-related issues promptly.
• Supervise general clerical duties, including photocopying, mailing, and filing.
• Assist the Finance & Administration team in managing requisitions and updating the inventory.
• Supervise and monitor the use of office equipment.
• Ensure the office environment remains clean, orderly, and hygienic.

Candidate Profile

• Minimum BSc or its equivalent in Administration.
• Good oral and written English skills.
• Minimum of 5 years of work experience.
• Previous administrative experience in an office setting.
• Strong computer and internet skills, including proficiency in Microsoft Word, Excel, and other commonly used software. (Access database skills are a plus.)
• Strong organisational, analytical, and negotiation skills, with attention to detail and record-keeping abilities.
• Demonstrate maturity, discretion, enthusiasm, and a positive attitude.
• Ability to work independently, establish priorities, and manage workload effectively.

Application Instructions:

The application deadline is 21st October 2024. Therefore qualified and interested candidates should send their CV on no more than 2 A4 pages (Minimum font size 10) and an accompanying covering letter of no more than 2 pages (Minimum font size 10) answering the following questions; What is your motivation for wanting to join the PIC? and What are the top three key attributes you would bring to the PIC? to: [email protected] with the Job Title as the Subject of the mail.

Note

• Only qualified candidates will be contacted.
• The company may be unable to notify every applicant of the result of their application.
• If you have therefore not been contacted within 8 weeks of the closing date, then you should assume that your application has been unsuccessful.
• However, we may retain your data and contact you for future openings that match your skills and competencies.
• Equal employment opportunity statement: PIC is an equal employment employer.
• We do not engage in practices that discriminate against any person employed or seeking employment based on race, colour, religion, gender, disability, national or ethnic origin, age, marital status, genetic information, or any other status or characteristic protected under applicable laws.