Marie Stopes International Organisation Nigeria (MSION) is a results-orientated Social Business, which uses modern management and marketing techniques to provide reproductive health care and allied services. MSION’s goal is to meet the needs of underserved Nigerians and dramatically improve access and use of a range of reproductive health services.
MSION is part of Marie Stopes International’s Global Partnership which is in over 42 countries worldwide.
The core responsibility of this post is to use your:
■ initiative ■ energy ■ persistence ■ results orientation
■ drive ■ integrity ■ enthusiasm ■ commitment to personal development
To further MSI’s partnership mission: enabling individuals to have children by choice not chance.
Job Summary
This position exists to provide support in the regions, procurement, inventory management, fleet management Asset management, Admin and HR. The Admin Officer will be responsible for bi-weekly stock report on tally, monthly fleet report, vehicle maintenance monthly report and in charge of procurement processes (from request to quote to issuance of PO) and monthly procurement report.
Key Responsibilities
This position exists to provide support in the regions in procurement, inventory management, fleet management Asset management, Admin and HR. The Admin Officer will be responsible for bi-weekly stock report on tally, fleet report, vehicle maintenance monthly report and in charge of procurement processes (from request to quote to issuance of PO)
The Admin officers in various regions will work in collaboration with the Regional Manager, Inventory and Asset Management Coordinator, Fleet Coordinator and the Senior Procurement Officer to coordinate the PILAM unit in the Regions.
- Manage Procurement Process
- Maintain Vendor List
- Treat all Procurement Request Form (PRF) in his/her region by sending out request for quote to vendors on the Vendor list, evaluate quotation, Organise Procurement Committee(PC) meeting when required and issuance of PO
- Procurement above the region threshold, forward to Support office
- Send weekly Procurement Report
- Fleet Management
- Manage the usage of the daily vehicle Checklist/Fleet visit
- Manage the usage of the fuel voucher & Total card
- Send monthly, the fuel receipts and maintenance invoices
- Maintain vehicle files in your region
- Inventory and Stock Management
- Maintaining accurate records of stock movement in and out of the warehouse daily.
- Posting & documentation of all goods receipt and stock consumption as it happens on a daily basis
- Synchronizing of all inventory postings at the Regional office with Support Office Central Store database on a weekly basis and as at when due.
- Carrying out weekly cycle count to determine Critical Stock consumption rates and interpreting same into the following reports:
- Critical Stock Report
- CPFR (Collaborative Planning, Forecast & Replenishment) Report
- Prompt treatment of all material requisitions and issuing of stock items to User departments, Outreach teams and Field officers daily.
- Maintaining GWP (Good Warehouse Practice) and HSE (Health, Safety & Environment) standards through:
- tidy shelving, racking system/ store arrangement,
- FEFO (First Expired First Out),
- FIFO (First In First Out),
- Stock Codification/ labelling
- use of PPE (Personal Protective Equipment) at all time
- Give monthly report on expired drugs and medical consumables.
- Asset Management
- Manage the asset register
- Maintain record of asset movement and acquisition
- Human Resource Management
- Creating files for Team Members
- Ensure the timely submission of Timesheets
- Help in getting work tools for Team Members