CARE International Procurement Officer Jobs in Nigeria

CARE International Procurement Officer Jobs in Nigeria


Job Details

  • Human Capital: attracting and retaining key talent, providing learning and development initiatives, governance of performance management and reward schemes, centres of excellence to drive and embed Standard Bank
    values and culture.

    Job Purpose

  • To support a senior executive by providing business administrative support, secretarial functions, procurement, travel management, resource schedule management, meeting and workshop coordination. Act as the first point of contact for the executive during their absence.

    Key Responsibilities/Accountabilities

  • Set up and manage meetings for the executive

  • Manage the diary of the executive, set up meetings or accept meetings requested by others where needed.

  • Track and monitor the acceptances and declines obtained from the parties that have been invited to meetings. Resolve issues independently. Liaise with relevant parties to re-schedule priority meetings.

  • Print all documentation relevant to meetings and prepare daily meeting packs and give them to the executive for their reference. Highlight key areas that need to be noted for decision or action.

  • Take minutes of formal or governance meetings. Ensure that the minutes are typed, approved by the meeting chair and distributed to the relevant parties within the agreed time period.

  • Arrange teleconferences and liaise with the stakeholders to secure a dial in pin for the meeting.

  • Screen requests for meetings or events to be attended by the executive and determine which ones would be appropriate for personal attendance and which ones should be delegated to other managers in the business unit.

    Coordinate events and road shows

  • Arrange venues and catering for any team events utilising approved budget.

  • Oversee the planning and execution of business events for the executive such as road shows, employee discussion forums, product launches, customer entertainment events and formal functions.

  • Develop invitee lists and obtain input from the executive and other seniors in the area to validate the list prior to using it.

  • Manage logistical requirements such as transfers to and from venues, parking, access, equipment rentals and payments. Call for support from the marketing team for large events.

  • Develop the invitations to events and roadshows and obtain support from marketing for external events. Distribute invitations and manage the responses.

  • Prepare the agenda for events and roadshows.

  • Liaise with exhibitors and speakers and ensure they understand the timeframes for their participation as well as the contents that are expected from them.

  • Project manage the delivery of the events and call on support from marketing, building management, security and other areas as needed.

    Provide administrative support to the executive

  • Review the executive's incoming mail on an ongoing basis. Flag items that need personal attention, respond to the appropriate ones directly and redirect selected emails to the executive's direct reports or other departments for resolution.

  • Prepare presentations and reviews for the executive by researching and packaging detailed content. Ensure that presentations are designed to reflect the business unit's brand and executive’s personal style.

  • Oversee the management of the executive’s office to ensure smooth operations and that resources are available and operating effectively.

  • Draft communications to be distributed in the business on behalf of the executive. Obtain approval prior to distribution.

  • Develop leave plans for direct reports of the executive. Act as delegated approver for leave requests.

  • Personally oversee, with support from Human Capital, the onboarding of new direct reports in the executive's team.

  • Maintain all confidential filing on behalf of the executive.

  • Manage office logistics including drafting of floor plans and participate in move planning.

  • Manage corporate social investment by driving the supported causes, nominate participants and arrange match
    funding.

    Monitor operational expenses and support governance processes in the executive team

  • Monitor expense budgets on a monthly basis and highlight potential issues to the executive.

  • Sign off expenses within the mandate assigned by Finance on the executive's cost centre.

  • Review subordinate expense claims and prepare for sign off by the executive.

  • Maintain a gift and asset register for cost control and compliance purposes.

    Manage travel arrangements for the executive

  • Liaise with Bank-approved travel agencies to make travel bookings for domestic, regional and international trips the executive has to undertake. Ensure that the executive's preferences for hotel accommodation, airlines and transfers is taken into account, but within overall Bank travel policy requirements.

  • Ensure adherence to travel policy requirements in terms of class of travel and types of accommodation.

  • Arrange airport and hotel transfers.

  • Ensure that the executive is equipped with all relevant emergency contact details as well as accommodation and transfer contact information. Provide detailed trip itineraries.

  • Arrange for the ordering and delivery of foreign exchange for locations where corporate credit cards cannot be used.

    Preferred Qualification and Experience

  • Diploma or degree in administration

  • 7-10 years in Secretarial Services (Incumbents require significant experience in all aspects of supporting a senior person in the management of their office).

  • 7-10 years in office administration (Experience in running the operational aspects of an executive office including logistics, procurementprocesses, technology support etc. would be an advantage)

    Knowledge/Technical Skills/Expertise
    Diary Management


  • The ability to review, plan and update meeting schedules and calendars for optimum use of available time.

    Email Monitoring

  • The ability to review emails and determine the priority and importance of responses required.

    Meeting Logistics

  • The ability to arrange meeting venues, refreshments and equipment such as projectors, video conferencing or teleconferencing tools.

    Travel Arrangements

  • The ability to analyse travel options for value for money and engaging with travel agents to do the bookings and arrange the approvals.

    Records and Archive Management

  • The ability to store, retrieve and when needed, destroy documents according to regulatory requirements and company policies for document management.

    Financial Acumen

  • Knowledge and understanding of costing, budgeting and finance concepts and the understanding and application of related processes and procedures.

    []Written Communication]

  • Ability to express ideas by means of clear and effective writing, in order to support professional communication internally within the Bank and externally.

    Office Logistics

  • The ability to plan office space and engage with the relevant functions to make changes to floorplans or equipment.

    Applications

  • Microsoft Office Suite

  • Ability to use Microsoft Office: Word, Excel, PowerPoint and Outlook.

    Procurement Process

  • Knowledge and application of the SAP vendor management modules and the supporting business processes.

    How to Apply
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