Human Resources and Procurement Officer

About the job

VACANCY ANNOUNCEMENT – Human Resources and Procurement Officer

Human Resources and Procurement Officer

Voice of Disability Initiative (VDI) is a women-led non-governmental organisation committed towards advancing the rights of women, girls, and children with disability in Nigeria and beyond. VDI provides a supportive work environment that enable our team deliver results across five thematic areas where she works. These including, The Rights of PWDs – women, girls, and children with disabilities; Inclusive education; Gender; Health and Livelihoods. We collaboratively work with partners and other organisations including but not limited to donors, civil society organisations (CSOs), public and private entities towards creating a better and more inclusive society that ensure that Leaves No One Behind.

To learn About VDI visit – www.voiceofdisability.org

If you desire to be part of this fast-growing passionate team, you may send in your cover letter and resume to info@voiceofdisability.org

Human Resources and Procurement Officer

Position Description:

The Human Resources and Procurement Officer is responsible for strategic and day-to-day management of human resource and procurement functions in VDI by ensuring compliance to the organisational and donor policies and procedures. The post holder works closely with other units to facilitate effective management of human resources requirements and the provision of administrative and procurement support.

Duties & Responsibilities

Human Resources:

Develop and implement human resource plan across VDI units and align it staffing plan.
Collaborate with program team on projects deliverables according donors’ requirements across every program.
Facilitate Annual Performance Appraisal cycle, and file final evaluations; ensuring that planned performance feedback is undertaken and observed for all staff.
Deliver HR training, source and support the program team to ensure smooth implementation of activities.
Identify structured staff training needs and delivery of such capacity building activities.
Manage staff on-boarding process including orientation of new team members
Maintain and update VDI organisational charts and share with same with program team.
Prepare service level agreement, job completion certificate, payment vouchers for the smooth operation of VDI.
Manage talent acquisition activity including but not limited to developing scope of work for consultants and service providers, short listing, and interviewing, reference checks, and preparing and offer letters.
Develop and maintain a database of potential service providers across all units.
Prepare preparation of all payrolls, fees to consultants and service providers across VDI activities.
Documenting, interpreting, and communicating VDI Staff Procedure Manual and procedures to staff as well as ensuring that VDI internal processes are in compliant with the Nigeria Labor laws and HR best practices.
Manage travel logistics for VDI staff, consultants and partners undertaking field activities on behalf of the organisation.
Manage staff working as administrative assistant and janitor including performance management, assignment of tasks, managing workflow and other supervisory tasks.

Compliance:

Conduct annual vendor pre-qualification for required products/services including office supplies, fuel, maintenance and repairs, transport, hotels, security, courier services, etc. and develop and manage Service Level Agreement for every assignment.
Regularly review of VDI and donors’ policies and procedures on logistics, procurement, vehicle usage and asset management to ensure compliance with donor and organisation requirements.
Train and update staff on policies regularly to deepen understanding.
Lead, and ensure compliance with policies at every stage of the procurement process including: reviewing purchase requisition requests, drafting request for quotes, (RFQs) request for proposals (RFPs) and evaluation criteria with programs team inputs, seeking vendors, reviewing proposals, preparing bid analysis, screening vendors, conducting due diligence including reference checks and spot visits to vendors, negotiating contract terms, structuring and managing contracts, verifying delivery and evaluating service performance.
Review payment paper trails, and undertake the operations check specifically required for processing by the Finance unit.
Maintain an electronic and physical filing systems for procurement and operation documents in VDI including a vendor data base, performance, and delivery feedback, and ensure value for money.
Maintain an up-to-date and accurate asset registry across all field project locations, and conducting physical verification and checks of all assets and inventory for VDI.

Procurement and Logistics:

Oversee office administration including procurement management ensuring compliance with VDI and donors’ procurement policies and procedures.
Working with Program team lead to develop annual, quarterly, and monthly procurement plans across all units’ activities, review and up to date the procurement process plan.
Manage a procurement tracker with status of ongoing and planned procurements and review regularly with Finance and Administration Manager and program team.
Offer advice to program team to ensure effective delivery of field activities and adherence to VDI’s relevant policies on travel policy, procurement policy, etc.)
Facilitate travel logistics and support for members that require to travel for field activity.

Office Management

Ensure a safe, clean, well-organised and resourced office environment in all VDI offices in Abuja and field project locations.
Coordinate the administration of office resources and arrange for the repair and maintenance of the office and office equipment including IT equipment, devices, consumables, stationaries, etc.

Asset Management

Maintain an up-to-date and accurate asset registry for VDI
Ensure the transfer and return of assets to/from staff in different duty stations is tracked
Conduct regular physical verification/checks of all assets and inventory in VDI Office

Any other work related duties assigned by the Finance and Administration or the designee.

Qualifications and Requirements

·Bachelor’s degree in any of the following, Business Administration; Human Resources; Personnel Management; Procurement Management; any other Social Sciences, or its equivalent with at least 5 years relevant experience.

· Demonstrated experience and successes working with the vulnerable population in similar position.

· Hands-on experience/skills in Microsoft applications including, Excel (experience in working with formulas), and

ERP Systems namely, Microsoft Dynamics.
· Experience using Quick book and other accounting packages.

· Experience in preparation of Donor budget and reporting requirements.
· Strong information technology skills.
· Excellent interpersonal and teamwork skills.
· Good management skills.

Ability to prepare training modules on procurement management and conduct training to finance and non-finance staff.

Being a Certified member of the Chartered Institute of Personnel Management, Chartered Institute of Procurement and Supply, ACS/ACCA or any other related professional body will be an advantage.

Female applicants and persons with disability are encouraged to apply.

 

Application Closing Date

All applications must be received on or before July 30, 2023.

 

Method of Application

Any interested person should submit a comprehensive Curriculum Vitae, and a Cover Letter indicating your motivation for why you intend to be part of the VDI team, not more than 200 words. Please indicate the position applied as the subject of the E-mail. All documents should be in Microsoft Word format by email to info@voiceofdisability.org

Only short-listed candidates will be contacted.