ABOUT THE ROLE

• We are looking for a motivated and experienced Administrative Executive to join our team!
• The Administrative & Procurement Specialist holds a strategic position responsible for driving excellence in administrative operations, compliance, and procurement management.
• This role encompasses executive-level oversight of administrative functions and procurement strategies, ensuring alignment with organizational objectives and fostering a culture of operational efficiency and compliance. 

KEY RESPONSIBILITIES: 

Administrative Management: 

• Oversee daily administrative operations, including office management, facilities, and logistics. 
• Manage the office in liaison with other administrative officers and the Human resources team ensuring all facilities are operational for project/activities completion. 
• Oversee the overall maintenance of the residence/office premises, facilities assets, and equipment (physical work environment) and ensure that these are secure and efficiently utilized. 
• Ensure the office is well equipped, has sufficient levels of supplies (consumables, stationery, equipment), etc., and is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency. 
• Develop and implement administrative policies, procedures, and systems to streamline operations and enhance efficiency. 
• Oversee the management of travel, business visas, and accommodation for visitors, consultants, and staff on official business. Ensure that travel is on schedule and cost-effective and that visits to program/project locations occur with a minimum of disruption and downtime. 
• Manage the Support Services budget including preparation and monitoring; manage cash flow forecasting and supervise the petty cash for support services. Liaise with the Program & Operations team(s) to ensure programs and activities run smoothly, and resources are used efficiently and effectively. 
• Coordinate with department heads to ensure alignment of administrative functions with organizational objectives. 
• Manage, communicate, implement, and maintain office Health and Safety procedures including annual risk assessments, and in consultation with the Head of Safety and Security develop evacuation and accident procedures. 
• Review and annually update all contracts and leases and ensure they are kept up to date and that all leases are compliant with the Nigeria government tax and other legal requirements. 

Procurement: 

• Lead the procurement process, including vendor selection, negotiation, and contract management. 
• Review and prepare routine documentation and correspondence related to assigned procurement actions, including, but not limited to identification of potential suppliers and service providers (conduct market surveys), preparation of invitations to bid, bid summaries, purchase orders and/or contracts, simple contractual amendments, renewals; obtain clarifications when necessary. 
• Follow-up on purchase orders and contracts. Monitor vendor progress on purchase orders and contracts in the process; verify the quality of service provided and receipt of order confirmation, shipment, and receipt of goods and services, receipt of performance bonds or other necessary documentation; ensure adherence to contract terms. 
• Communicate to the Project Team concerning the assigned procurement actions and assist with the correct preparation and submission of new procurement requests. 
• Review invoices of incoming goods, transportation services, and customs clearance fees for accuracy; bring to the supervisor’s attention any discrepancies which may arise, prior to processing the payment, and translation of the offers/invoices. 
• Ensure compliance with donor requirements, procurement regulations, policies, and procedures. 
• Manage procurement budgets, track expenses, and optimize spending to achieve cost savings. 

Inventory Management: 

• Oversee inventory management processes, including stock monitoring, replenishment, and inventory control. 
• Develop and maintain general office equipment track; regularly evaluate equipment and plan/recommend up-grade for future needs and also the disposal of obsolete items, take initiatives to adapt economical solutions/services, and best practices to save HSDF’s resources. 
• Identify opportunities for inventory optimization and cost reduction. 

Compliance and Risk Management: 

• Ensure compliance with relevant laws, regulations, and organizational policies related to administrative and procurement activities. 
• Mitigate risks associated with procurement processes through effective risk management practices. 
• Conduct periodic audits and assessments to monitor compliance and identify areas for improvement. 

QUALIFICATIONS: 

• Bachelor’s degree in Business Administration, Management, or a related field; Master’s degree is an added advantage. 
• Minimum of eight (8) years of experience in administrative management, procurement, or related fields, preferably in a non-profit or humanitarian organization. 
• Strong knowledge of administrative and procurement principles, practices, and regulations. 
• Ability to demonstrate knowledge and understanding of donor requirements and compliance metrics. 
• Excellent leadership, communication, and interpersonal skills. 
• Proven ability to manage multiple priorities, meet deadlines, and work effectively under pressure. 
• Proficiency in Microsoft Office Suite and experience with procurement software/systems preferred. 
• Certification in procurement or supply chain management (e.g., CIPS, CPIM) is a plus. 
• This position generally requires an individual with exemplary experience, teamwork, strong verbal and written communication skills, strong data analytic skills, and a passion for concrete impact in the health sector in Nigeria and beyond.