Team: Programs | Commitment: Career | Location: Nigeria
Under the supervision of the Director of Finance and Administration, the Operations Manager supports procurement and HR as well as the day to day operational requirements of the office to ensure the efficient and effective functioning of the Agribusiness Investment Activity’s office headquarters in Abuja. She/he will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to policies, procedures, and controls. The Operations Manager is also responsible for project administration and human resource management. This includes ensuring that both technical and operational needs are met, including but not limited to asset management, internet connectivity, travel and logistics, and office equipment and supplies. This position is also tasked with ensuring all operations are executed in accordance with USAID regulations.
The five-year USAID Feed the Future Nigeria Agribusiness Investment activity aims to strengthen the business enabling environment to promote private sector investment in the agriculture sector. To achieve this goal, the activity focuses on three interrelated components: improving the ease of doing business in the agricultural sector; broadening access to finance by mitigating the credit risks of agribusinesses; and promoting investment opportunities for agribusinesses to expand and scale up operations. In line with the U.S. and Nigerian governments’ commitment to growing the non-oil-based economy, these efforts will increase the quality, quantity, market access, and diversification of Nigeria’s agribusiness sector.
Duties and Responsibilities: Office Duties
- Managing the Operations Team, including an Admin. Assistant, Logistics Coord., Drivers, Cleaners, third party office support vendors, and associated interns.
- Implementing and reviewing operational procedures and policies as required.
- Encouraging a culture that embraces CNFA’s values.
- Ensuring internet connectivity.
- Managing the ICT service provider to ensure all laptops and office equipment functions properly.
- Managing office supplies and ensuring expenses are within budgetary allocation.
- Addressing any issues with the Landlord as they arise.
- Managing reception to ensure safety and adequate controls are in place.
Duties and Responsibilities: Human Resource
- Oversee all human resources operations, including recruitment, hiring, employee onboarding, staff orientation, performance reviews, exit interviews and disciplinary actions in compliance with USAID rules and regulations and local labor laws.
- Facilitate and oversee recruitment and hiring processes from solicitation to post hire orientation in compliance with CNFA policies.
- Responsible for any interfacing with the Department of Labor or any other relevant Government of Nigeria authorities on labor or other human resource issues.
- Management and training of supervisors charged with conducting performance evaluations of staff members in their units and monitoring to ensure compliance with the process.
- Mitigate and resolve human resources conflicts and issues, seeking assistance and guidance from the Director of Operations or other senior staff members as needed.
- Oversee personnel files management in hard copy and electronic for all long-term and short-term project staff.
- Ensure that contracts drawn up are in line with Nigerian Labor Law and Basic Conditions of Employment Acts.
- Manage the leave of all staff, including vacation, holidays, sick, bereavement, etc.
- Manage the contracting process for short term consultants.
- Responsible for implementing a Project level HR manual.
Duties and Responsibilities: Procurement
- Prepare Requests for Proposals (RFP) /Request for Quotations (RFQ) independently (with support from CNFA’s home office where needed) and manage the RFP/RFQ process, contract preparation and execution of contracts.
- Review bids for completeness, accuracy and responsiveness.
- Prepare Selection Memos, Purchase Orders, and Subcontracts and ensure proper documentation is collected throughout the procurement process.
- Prepare modifications to documentation based on adjustments made during the procurement process.
- Prepare complete backup documentation for procurement purchases & submit to the Project’s Finance Team.
- Conduct regular reviews of procurement related backup documentation to ensure completeness, accuracy, and compliance.
- Confer with vendors and suppliers (local, regional and international sources) to obtain product or service information such as price, availability and delivery schedule. Also, obtain estimate value of goods and services through multiple quotations from reliable and competitive suppliers.
- Conduct cost reasonability analyses.
- Verify detailed tender specifications and performance standards with the technical and operations teams to facilitate procurement of equipment, goods and services in strict compliance with the approved policy.
- Perform regular spot audits of procurement files using audit tools.
- Ensure that appropriate measures are in place to prevent and/or detect incidence of fraud, collusion, or corruption in procurement practices.
- Draft Sole Source Selection Memos/Request to Subcontract Memos and ensure integrity, compliance, fairness, accuracy, and openness in procurement processes.
- Organize procurement selection meetings (“Technical Evaluation Committees”) to consider tender applications against approved technical specifications and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.
- Ensure adequate competition is achieved, as per USAID and CNFA policies and procedures.
- Ensure CNFA, USAID and FAR/AIDAR/CFR/OMB policies and procedures are followed and enforced.
- Help other project staff become more familiar with, and understand, project policies and procedures as related to procurement.
- Maintain electronic procurement records & files in various CNFA system platforms as requested.
- Solicit bids and quotes from vendors in adherence with policies & approved requisitions and quarterly procurement plans.
- Monitor, track and expedite all project procurement activities and delivery status of goods/services.
- Determine source selection methods for complex procurement to ensure compliance.
- Ensure procurements are approved by the required CNFA/Project authorities, and/or client approvals are received, before awards and payments are made.
- Through market research efforts, identify and qualify potential suppliers and service providers. Ensure that ethical, transparent, and appropriate supplier relationships are created and maintained according to procurement policies.
- Bachelor’s degree in Business, Project Management, or a related field.
- 6+ years of relevant experience and progressive responsibility in human resource management and/or procurement at the mid to upper levels of an organization.
- Experience in office management, procurement and HR in donor-funded projects.
- Experience with USAID projects, including a demonstrated understanding of applicable personnel-related USG & Federal Acquisition Regulation (FAR) regulations is an advantage.
- Demonstrated experience in developing and managing short- and long-term subcontracts.
- Demonstrated experience in negotiating for best value for money.
- Demonstrated experience in conducting wage and other HR-related market surveys.
- Proficiency in working effectively as part of a team is required.
- Ability to prioritize multiple tasks and work in a highly dynamic environment.
- Customer-service oriented.
- Proficiency using Microsoft office suite, and other relevant software.
- Excellent oral and written communication skills in English are required. Knowledge of local languages is an advantage.
We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability, or protected veteran status. CNFA takes affirmative action in support of its policy to advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.