Administrative & Procurement Coordinator Job at Nuru Nigeria

Nuru Nigeria is a local non-profit and non-governmental organisation working in rural areas of Northeast Nigeria. To build a resilience corridor through nutrition-sensitive regenerative agribusiness programming. Nuru Nigeria's core approach is sustainable, community-led, community-driven, and profitable farmer organisations. We are an equal-opportunity employer with zero tolerance for any form of discrimination. We also are keen on harnessing talents that embody our values.

We are recruiting to fill the position below:

Job Position: Administrative & Procurement Coordinator

Job Location: Yola, Adamawa
Employment Type: Full-time

Job Summary

• The Admin and Procurement Coordinator is responsible for ensuring the effective management of Nuru Nigeria's administrative operations and procurement processes.
• This role oversees office management, logistics, facility maintenance, and compliance while managing the timely and cost-effective acquisition of goods and services.
• By aligning administrative and procurement functions with organizational policies and donor guidelines, the role supports operational efficiency, transparency, and the achievement of organizational goals.

Key Responsibilities
Procurement Management:

• Develop and implement annual procurement plans aligned with organizational goals and donor needs.
• Coordinate with program and finance teams to forecast procurement requirements and budgetary constraints.
• Ensure timely procurement to avoid delays in program and operational activities.
• Oversee all procurement activities, including tendering, bid evaluations, and contract awards.
• Prepare procurement documentation, including purchase requisitions, orders, and contracts, ensuring accuracy and compliance.
• Regularly update the PR tracker to reflect stages of procurement for each request
• Identify, evaluate, and maintain a database of reliable vendors and suppliers.
• Negotiate contracts, terms, and pricing to achieve value for money while maintaining quality.
• Conduct periodic performance reviews of suppliers and vendors to ensure standards are met.
• Ensure adherence to Nuru Nigeria's procurement policies, donor regulations, and local laws.
• Maintain accurate and organized records of all procurement transactions for audit readiness.
• Monitor and report on procurement expenditures against budgets, identifying variances and addressing issues proactively.
• Support internal and external audit processes by providing required documentation and reports.
• Ensure all procurement processes comply with donor regulations and organizational standards.
• Prepare periodic reports on procurement activities for management review.
• Review all project purchase requisitions, Request For Quotations (RFQ) and Invitation To Tender (ITT).

Administrative Management:

• Oversee the day-to-day administrative operations of the organization, including office supplies, utilities, and facility upkeep.
• Ensure the organization's facilities are safe, functional, and well-maintained.
• Manage vendor contracts related to facilities, ensuring timely delivery of services.
• Develop and enforce administrative policies, procedures, and guidelines to enhance operational efficiency.
• Ensure compliance with local laws and organizational standards in all administrative operations.
• Maintain accurate records and documentation of administrative processes for audit and reporting purposes.
• Manage logistics for staff travel, including booking accommodations, transportation, and other related needs.
• Coordinate the delivery and distribution of goods and supplies across project sites.
• Oversee fleet management, including scheduling, maintenance, and fuel allocation.
• Assist in organizing organizational events, meetings, and workshops.
• Ensure that NN’s inventory list is updated on regular regularly
• Maintain and review office logs on travel, inventory and fuel usage for generator, vehicles etc.
• Monitor quality and control cost on various office supplies, stationery, hotel accommodation, transportation and other equipment
• Responsible for overseeing the acquisition, tracking, maintenance, and disposal of organizational assets, ensuring efficient utilization and compliance with policies to support operational goals.
• Provide administrative support for recruitment, onboarding, and training sessions as required by the HR unit.

Team Collaboration and Supervision:

• Lead and mentor the administrative and procurement team, fostering a culture of excellence and accountability.
• Collaborate with program and finance teams to align procurement activities with project needs and budgets.
• Serve as the point of contact for external stakeholders regarding procurement and administrative matters.
• Evaluate team performance and identify opportunities for capacity building and training.
• Promote a culture of efficiency, collaboration, and service within the administrative team.

Qualifications and Experience

• Bachelor’s Degree in Business Administration, Management, Procurement, Logistics, or a related field.
• Minimum of 5 years of experience in administrative and procurement roles, preferably in the NGO sector.
• Strong knowledge of office management systems, procurement principles, processes, and contract management.
• Experience in logistics, facility management, and compliance processes.
• Proficiency in using procurement and administrative tools/software.
• Excellent organizational and communication skills.

Skills and Competencies:

• Strong leadership and team management capabilities.
• High integrity and commitment to ethical standards.
• Ability to manage multiple tasks and meet deadlines.
• Knowledge of donor-funded procurement policies is an advantage.
• Strong organizational skills
• Excellent communication and interpersonal skills.
• High level of attention to detail and problem-solving skills.
• Ability to work under pressure
• Strong knowledge of procurement policies, vendor negotiation, and contract management.
• Skilled in using office and procurement software for tracking, reporting, and managing inventory such as ERP etc
• Ability to analyze procurement trends, evaluate bids, and manage budgets effectively.
• Competence in conducting cost-benefit analysis and managing risks.
• Strong adherence to procurement policies, donor guidelines, and ethical practices.
• Ability to adapt to changing priorities and handle unexpected administrative or procurement needs.
• Strong negotiation skills.

Note
Non-discriminatory employment clause:

• Applicants will not be discriminated against on the basis of ethnicity, colour, gender, religion, socioeconomic status, age, disability or health status.
• The management of Nuru Nigeria reserves the right to verify all of the applicant's information and conduct background checks on shortlisted candidates including reaching out to his/her previous employer.
• Please note that only suitable and qualified candidates will be shortlisted.
• Female candidates are highly encouraged to apply.