Procurement and Administration Manager

Description

Heifer International is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

The Organization

Since 1944, Heifer International has helped more than 36 million families lift themselves out of hunger and poverty.

Our goal is to help families achieve living incomes, which will allow them to feed their families daily, educate all their children; and have proper housing, water, hygiene, and other essential resource. When many families gain this new sustainable income, it brings new opportunities for building schools, creating agricultural cooperatives, forming community savings, and funding small businesses.

Heifer Senegal contribution to the Global 10 million households target is to help 500,000 of Heifer Africa’s 6.745 million households achieve sustainable living income by 2030.

Function Overview

Reporting directly to the Country Director, the Procurement and Administration Manager is a critical leadership position at Heifer International Senegal (HIS), responsible for ensuring the seamless integration of procurement and administrative functions to support organizational efficiency, staff well-being and quality services delivery to all HIS stakeholders. This role serves as a strategic enabler by driving procurement excellence and overseeing office operations to create a safe, productive, and well-organized work environment.   
As the procurement leader, the manager will design and implement procurement strategies, optimize vendor relationships, and ensure compliance with Heifer International Senegal’s procurement policies and standards. The role involves overseeing purchasing activities, managing vendor contracts, and ensuring timely delivery of goods and services essential for achieving programmatic and operational goals. A focus on cost-effectiveness, fair competition, transparency, timeliness and quality is paramount.   
In the realm of office administration, the manager will provide oversight for administrative operations, including facility management, safety protocols, and support for staff across multiple office locations. They will lead the coordination of office maintenance, travel logistics, and staff support services, ensuring operational continuity and addressing emerging needs proactively. The manager will also supervise the administrative team, fostering a collaborative and efficient work culture.   
This dual-focused role demands a dynamic professional with strong leadership, organizational, and problem-solving skills. The successful candidate will excel in balancing strategic procurement with the operational needs of a growing organization. By combining expertise in procurement and office management, the Procurement and Administration Manager will play a pivotal role in enabling Heifer International Senegal to deliver on its mission effectively and sustainably.

Essential Character Traits

• Strategic Thinker: Demonstrates the ability to anticipate future needs and challenges in procurement and administration. Can devise strategies that align with Heifer International’s mission and operational goals in Sénégal.
• Proactive Problem Solver: Takes initiative to identify potential issues before they arise and implements solutions swiftly to minimize disruptions in procurement and office operations.
• Leadership and Team Builder: Inspires confidence and motivates team members. It leads by example, fostering collaboration and accountability among administrative staff.
• Customer-Oriented: Focused on providing excellent service to internal stakeholders by addressing their needs promptly and professionally. Ensures a supportive work environment that enhances productivity and well-being.
• Strong Negotiator: Skilled in negotiating contracts and managing vendor relationships to secure the best value for the organization while maintaining transparency and fairness.
• Resilient and Flexible: Adapts quickly to changing priorities, operational needs, and unexpected challenges. Maintains composure under pressure and ensures steady progress toward objectives.
• Detail-Oriented and Organized: Pays attention to the finer points of both procurement processes and administrative oversight. Ensures that all records, contracts, and policies are accurate, up to date, and compliant with Heifer International’s standards.
• Ethical and Transparent: Upholds the highest standards of integrity in all interactions, especially in procurement and financial matters. Builds trust through fairness, honesty, and a commitment to Heifer International’s values.
• Collaborative Communicator: Engages effectively with teams across multiple locations. Clearly conveys ideas, expectations, and updates while fostering an inclusive and cooperative work environment.
• Results-Driven: Committed to achieving measurable outcomes that enhance operational efficiency and contribute to the success of Heifer International Sénégal’s programs and initiatives.
• Committed to Sustainability: Aligns procurement practices with Heifer International’s focus on sustainability, supporting local suppliers and environmentally responsible choices whenever possible.

Responsibilities & Deliverables

A. Procurement (50%)

• Strategic Procurement Leadership: Develop and implement procurement strategies that align with organizational goals and Heifer International’s mission in Sénégal, emphasizing cost-efficiency, sustainability, and quality.
• End-to-End Procurement Management: Oversee all procurement activities, including needs assessment, planning, vendor identification, contract negotiation, and acquisition.
• Compliance and Accountability: Ensure all procurement processes adhere to internal policies, ethical standards, and local regulatory requirements while maintaining transparency and audit readiness.
• Supplier Relationship Management: Build and maintain strong, long-term relationships with suppliers, fostering partnerships that enhance service quality and delivery timelines.
• Inventory Optimization: Monitor inventory levels to prevent shortages or overstocking, ensuring smooth operational workflows and efficient resource utilization.
• Risk Mitigation: Conduct risk assessments related to procurement activities and implement proactive measures to address potential challenges, such as supplier disruptions or price volatility.
• Data Analysis and Reporting: Analyze procurement data to identify cost-saving opportunities, improve efficiency, and support informed decision-making. Provide timely, detailed procurement reports to management.
• Sustainability Practices: Integrate environmentally and socially responsible practices into procurement decisions, supporting local suppliers and reducing Heifer’s environmental footprint.

B. Office Administration and Team Supervision (30%)

• Operational Oversight: Ensure smooth day-to-day office operations by maintaining a clean, safe, and functional workspace that supports productivity and well-being.
• Facility and Safety Management: Oversee the maintenance of office facilities, implement safety protocols, and coordinate emergency preparedness plans, addressing issues like fire safety or utility outages promptly.
• Staff Supervision: Lead and support administrative staff, providing clear guidance, professional development opportunities, and fostering a collaborative and high-performing team environment.
• Travel and Event Coordination: Manage travel arrangements, logistics, and event planning for staff and visitors, ensuring efficiency and compliance with organizational policies.
• Policy and Procedure Management: Maintain up-to-date documentation for office policies and procedures, ensuring consistency and clarity across operations.
• Staff Well-being: Actively address operational challenges and staff concerns, creating a supportive environment that enhances engagement and morale.
• Multi-Office Oversight: Provide strategic leadership and standardize administrative operations across multiple office locations, ensuring a unified approach to Heifer’s operational goals in Sénégal.
• Resource Management: Oversee procurement and maintenance of office supplies, equipment, and services, ensuring operational readiness at all times.

C. Financial (15%)

• Budget Oversight: Monitor and manage budgets related to procurement and administration, ensuring efficient resource allocation and cost control.
• Expense Management: Process invoices, reconcile accounts, and track expenses for procurement and administrative activities.
• Financial Reporting: Prepare detailed expense reports, budget forecasts, and financial summaries to support management in decision-making.
• Petty Cash Supervision: Oversee petty cash handling and reconciliation, ensuring compliance with organizational guidelines.

D. Any Other Assigned Function (5%)

• Cross-functional Support: Provide support for other organizational functions and special projects as assigned, contributing to Heifer International’s strategic goals in Sénégal.
• Innovation and Improvements: Identify and implement initiatives to enhance operational efficiency, sustainability, and staff satisfaction.

Minimum Requirements

1. Bachelor’s degree in Procurement, Business Administration, or a related field.
2. 4–5 years of professional experience in procurement and office administration (preferably in an INGO) with a focus on leadership or managerial responsibilities.
3. Strong proficiency in Microsoft Office Suite and procurement software.
4. Excellent written and verbal communication skills in French and English with a preference for local language fluency.

Preferred Requirements

1. Professional certifications in procurement (e.g., CIPS) or administration (e.g., PMP or equivalent).
2. Demonstrated experience in a similar role within an international NGO or multi-location organization.
3. Familiarity with Sénégal’s regulatory and cultural context related to procurement and office management.

Most Critical Proficiencies

1. Procurement Expertise: Comprehensive knowledge of procurement planning, vendor management, and cost optimization strategies.
2. Leadership Skills: Proven ability to manage and inspire teams, fostering accountability and high performance.
3. Budget and Financial Management: Advanced skills in financial oversight, budget planning, and expense monitoring.
4. Problem-Solving Abilities: Strong analytical skills to address challenges and develop effective solutions.
5. Organizational Efficiency: Exceptional ability to manage complex tasks, prioritize effectively, and meet deadlines in a dynamic environment.
6. Communication Skills: Strong written and verbal communication skills, ensuring clear and effective interactions with diverse stakeholders.
7. Cultural Awareness: Sensitivity to cultural and contextual factors within Sénégal, fostering inclusive and respectful relationships.

Essential Job Functions and Physical Demands

1. Interpersonal Skills: Excellent ability to engage cooperatively and tactfully with colleagues, partners, and external stakeholders.
2. Physical Demands: Prolonged periods of computer work, with occasional bending, lifting, and moving of office supplies or equipment.
3. Travel Flexibility: Willingness and ability to travel between office locations as needed to support multi-location operations.
4. Confidentiality and Integrity: Demonstrated ability to handle sensitive information with discretion and uphold ethical standards in all activities.

Application deadline: February 14th, 2025.

Keywords

Procurement ManagementOffice AdministrationVendor RelationshipsComplianceBudget OversightFinancial ReportingTeam SupervisionStrategic ProcurementRisk MitigationFacility ManagementTravel CoordinationSustainability Practices