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Operations Officer – Nigeria Cover Letter At 3iS
3iS
Abuja, Nigeria
MBA
Organization 3iS is a non-for-profit organization which provides information management services to humanitarian and development organizations. Through information management
we help our partners target assistance to the world’s most vulnerable populations
and we support local authorities and institutions to enhance their capacities and become autonomous in their internal data and information management activities. Scope of work The Operations Officer oversees the management of the support functions related to procurement
logistics
safety and security management
in addition to general administrative tasks. The objective of this position is to ensure the smooth running of operations and to provide a strong
efficient and effective support to the program team in their daily activities. This position reports hierarchically to the Project Manager (PM) and technically to the Logistics and Security Coordinator at headquarters (HQ). Description of Duties Procurement & Logistics • Overall
managing procurement processes
including vendor relations
market research
fleet movement and asset management. • Developing and implementing procurement strategies which align with the organization’s goals and policies
especially the global procurement policy. • Conducting market research to identify potential vendors and evaluate their products and services
and to maintain an updated database. Also
to build and maintain strong relationships with vendors to ensure reliable sourcing of goods and services. • Support the PM(s) on the elaboration of procurement plans
in coordination with HQ. • Executing fully signed purchase requests (PRs) once received and preparing and issuing requests for quotations (RFQs)
requests for proposals (RFPs) and tender documents in accordance with the guidelines of the global procurement policy and its related standard operating procedures (SOPs). • Evaluating bids and proposals
ensuring compliance with the procurement policy and procedures
in coordination with HQ following the signatory matrix. • Negotiating contracts
pricing and other terms with vendors to secure the best deals for the organization. Also
to prepare purchase orders (POs) and contracts while securing the reviews of the relevant departments. • Acting as a contracts administrator and monitoring their execution
as well as the vendor performance
ensuring quality and timely delivery of products and services. • Preparing payment requests and submitting them to finance based on completed procurement packages. • Conducting regular evaluations of vendors and managing any issue which may arise with performance
quality or other aspects. • Providing procurement support to internal and external customers
especially in terms of building a procurement culture and the appropriate implementation of the global procurement policy. • Managing assets to ensure their effective and compliant use. This includes assigning
tracking
returning
disposing and reporting them. • Managing fleet movements and relationships with the vendors. This also includes ensuring that appropriate log sheets are implemented and collected. Safety and Security • Based on the global security policy
to implement and monitor security procedures. • Regularly monitoring the changing political and security contexts of their country and/or region. • Based on the global security policy
developing and updating the security documents which includes but are not limited to risk assessments
security management plans
contingency plans
medical evacuation plans
communication trees
welcome packs
security briefing presentations
training plans and other security SOPs. • Participating in the implementation of safety and security procedures
and providing sound and timely advice to the personnel. This includes ensuring that mitigation measures
identified in the risk management plans
are understood and implemented. • Design and practice emergency systems
emergency communications and emergency supplies. • Submitting monthly security reports. • Organizing and delivering new personnel and visitors’ inductions. • Communicating emergency protocols. • Reviewing and clearing movement requests
as well as monitoring and following up on field missions. • Managing and monitoring safety kits (e.g. fire extinguishers
first aid kits). • Managing and coordinating security-related items’ delivery (e.g. visibility) to all personnel. • Participating in proposal development by providing required security and context-related input. • Ensuring a sound humanitarian access management (including conducting regular field visits and negotiating with relevant stakeholders). • Coordinating on a regular basis with the security focal point at HQ. General Administration • Managing the development and adaptation of related internal and external policies and regulations
in coordination with HQ. • Overseeing daily office operations to ensure smooth functioning in close coordination with the PM and other functions. • Ensuring compliance with internal policies
donor rules and external regulations related to the functions under their responsibility. • Providing administrative and logistical support such as travel arrangements
event coordination and document preparation. In addition to any other task which could be requested by the PM or HQ. Accountability to Beneficiaries 3iS’ personnel is expected to respect principles of accountability to beneficiaries of 3iS programs
in line with international standards while actively engaging beneficiary communities as equal partners in the design
monitoring and evaluation of field projects. Guiding Principles Personnel is expected to respect the local culture and 3iS’ policies
procedures
and values at all times. 3iS has zero-tolerance for sexual harassment
exploitation and abuse
human trafficking
child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct. 3iS is an Equal Opportunity Employer regardless of background. 3iS may carry out reference checks with other organizations on matters related to sexual harassment
exploitation and abuse. Required Qualifications Education • A bachelor’s degree in business administration or other relevant fields. • A master’s degree is a plus. Languages • English (fluent) – essential Experience • At least 6 years of experience in procurement
logistics and security management. • At least 3 years of experience in the humanitarian or development sector. • Knowledge of the country and regional contexts is mandatory. Please make sure that this is outlined in your CV. Skills • Strong writing skills. • Analytical and problem-solving skills. • Negotiation skills. • Detail-oriented
proactive
discreet
flexible.
By Sa'ad Ado Koki
Sa'ad Ado Koki
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone Number]
[Date]
Recruitment Team
3iS
Dear Recruitment Team,
I am writing to express my interest in the Operations Officer position at 3iS. With an MBA and extensive experience in procurement, logistics, and security management, I am enthusiastic about contributing to your mission of supporting vulnerable populations through effective information management.
I am particularly drawn to the Operations Officer role because of its critical position in ensuring the seamless functioning of operational support. I believe my six years of experience in procurement and logistics, coupled with three years in the humanitarian sector, uniquely position me to excel in this capacity. I am adept in vendor management, developing procurement strategies that align with organizational goals, and ensuring compliance with policies.
My detail-oriented nature and strong analytical skills enable me to conduct thorough market research, negotiate favorable contracts, and manage assets effectively, ensuring timely delivery of resources to the program team. Additionally, my proactive approach will assist in upholding safety and security standards, tailoring risk management protocols to ensure a secure environment for all personnel.
I admire 3iS's commitment to autonomy and capacity building within local authorities, and I am excited about the opportunity to work in Abuja to support this vital work. I am eager to bring my experience and skills to 3iS and contribute to the impactful programs that enhance the lives of those in need.
Thank you for considering my application. I look forward to discussing how I can support your mission.
Warm regards,
Sa'ad Ado Koki