Procurement and Admin Officer

  • Job Title: Procurement and Admin Officer
  • Grade: D
  • Reports to: Head of People and Organizational Development (HPOD)
  • Location: Abuja, Nigeria
  • Travels: Potential travel to field to be determined based on needs.
  • Duration: 2 years

Team description 

WaterAid Nigeria has recently completed its 2022-2027 country programme strategy which sets a 5-year building block towards delivering a more influencing led programme over a 10-year horizon. This new country strategy rather than reflect aprogression from previous country programme strategies, outlines key shifts in focus required to catalyze change and achieve maximum impact for our work in Nigeria.

The People and Organisational Development (POD) department focuses on performing a catalytic role in supporting the rest of the Country Programme in effectively and efficiently delivering the strategic goals. The spheres of support include human resources management; general office management and administration; procurement; security, safety, and travel management. The OD remit include ensuring effectiveness to the country programme organisation structure, effective management of change processes and ways of working (systems and processes, etc).

Job purpose

The post holder will ensure the smooth operation of all administrative procedures and facilities in the Country Programme and efficiently provide required administrative support in a cost-effective manner.

This role will also be responsible for efficient procurement of goods and services for the Country Programme.


Procurement of goods and services

  • Accountable for efficient procurement of goods and services in a manner that demonstrates highest standards of accountability, value for money and in line with procurement best practices, WaterAid and grant donor funding regulations.
  • In procurements for service related contracts, serve as liaison between consultants and user departments and provide periodic status updates to the HPOD and to user departments on on-going procurements to facilitate efficient and timely decisions
  • Support user departments in the development of Terms of Reference for service /consultancy procurement; disseminate Terms of Reference for service/consultancy procurement to appropriate service providers on the WaterAid Nigeria’s data base of approved vendors/service providers/consultants.
  • Work in strong collaboration with procurement service user departments and teams to negotiate with potential service providers/contractors to assure all procurement contracts meet minimum value for money requirements and WaterAid interest is well secured and protected in contracts.
  • Proactively identify potential legal issues in contracts and seek input and advice of WaterAid retained legal counsel prior to finalizing such contracts.
  • Evaluate performance of vendors, consultant and service providers; Conduct staff satisfaction survey of hotels, car hire, travel agents and other service providers on an annual basis and make recommendations to the HPOD accordingly;
  • Maintain an updated list of potential providers of goods and services; continually evaluate new sources for procuring goods and services and recommend pre-selected vendors /service providers for enrolment as potential sources /providers of goods and services.
  • Build and maintain effective collaboration with FIT team to ensure timely processing of payments to vendors and service providers.
  • Support capacity building for WaterAid partners in procurement management and Administrative systems and processes.
  • Identify gaps in WaterAid processes and systems hindering the smooth and efficient running and make recommendations for the continuous improvement of the effectiveness and efficiency of WANG administrative management systems and processes.
  • Supervise inventory quantities for office needs and coordinate regular inventory checks and timely replenishing of stock and overall efficiency of the store
  • Prepare monthly office running cost analysis and make recommendations as necessary.
  • Ensure staff are oriented about the procurement guidelines and adhering to the approved policies.
  • Work with budget holders to ensure annual procurement plan is developed each year
  • Work closely with finance to determine the applicable tax before contract is issued to contractors/consultants/service providers.

Support to planning /organisation of CP events

  • Work in close collaboration with the Security and Logistics Manager in selecting fit for purpose venues for meetings, trainings, away days, workshops and other CP events;
  • Support all aspects of the organization of meeting events including supporting with budget development by providing current prices for goods and services.
  • Ensure effective and efficient event management that includes securing services of third party event consultants and service providers as may be appropriate, arrangement of venue and other related activities such as provision of all required materials to support the event (e.g. stationary, workshop materials, meeting packs, booking venues, meals, Internet service etc.) and process payments to the service providers.

Office Management

  • Ensure a conducive and safe environment for WaterAid employees, partners and visitors within the office and at WaterAid out of office events.
  • Ensure the front office is well managed and depicts the image of WaterAid as an international organisation.
  • Accountable for the efficient and smooth operation of all office facilities and equipment including power supply, generator, water supply, satellite television, crèche etc; proactively identifying potential faults and proposing measures that WANG can take to mitigate loss of man hours due to non-functionality of office facilities and equipment.
  • Maintain adequate and accurate records of equipment functionality and cost of operations; share quarterly reports to the HPOD on equipment status and cost of operation.
  • Responsible for tracking renewal dates on facility maintenance, equipment maintenance and all property leased directly by WaterAid or its partners and trigger actions to ensure WaterAid compliance with the terms of the lease agreements.
  • Supervise outsourced janitors to ensure optimal cleanliness of the office and its environment at all times.
  • Ensure stock levels of WaterAid Nigeria's store are adequate and attend to staff requisitions for toiletries and other items such as tea items, papers, etc.

Person specification

Essential criteria

  • A university degree in Administration or Business or any related Social Sciences field
  • Minimum of 3 years experience in administrative and procurement role preferably in an international NGO.
  • Ability to demonstrate initiative and maturity in handling issues
  • Experience in office administration and facilities management
  • Strong time management skills, and ability to prioritise multiple, competing tasks, sometimes under pressure.
  • Self-motivated person able to work without close supervision
  • Highly organised with a keen sense of priorities
  • Excellent customer centric approach, ability to provide consistently high quality service to a diverse range of customers-internal and external
  • Excellent analytical skills
  • Excellent interpersonal and communication skills
  • Able to work effectively in a diverse team environment
  • Ability to establish and maintain effective working relations with relevant internal and external stakeholders, with sensitivity and respect for diversity
  • Commitment to WaterAid’s values and a working style that reflects these.
  • Proficiency in the use of Microsoft Office and Excel required.

Personal skills

  • Interest in development career in development/NGO sector
  • Ability to work under pressure
  • Good understanding of grant donor financial and administrative management regulations especially USAID, EU and other multilateral donors.
  • Ability to build and maintain a good network of contacts and service provider.


If you are interested in the position and have the right skills and attributes, complete the application form by clicking this LINK

The closing date for this application is 25 September 2023

WaterAid is an equal opportunity employer and strongly encourages positive applications from qualified and eligible applicants, regardless of gender, race, disability, age, sexual orientation, change of sex, religion or convictions, marital status or pregnancy and maternity.

Who we are

WaterAid is an international not-for-profit, determined to make clean water, decent toilets and good hygiene normal for everyone, everywhere within a generation.

Since we started in 1981, we’ve remained resolutely focused on tackling these three essentials that transform people’s lives.

Without all three, people can’t live dignified, healthy lives. With all three, they can unlock their potential, break free from poverty, and change their lives for good. Children grow up healthy and strong, women and men get to earn a living, whole communities start to thrive. It sounds normal and it should be.

WaterAid is fully committed to protecting those with whom it comes into contact. WaterAid is committed to ensuring that wherever we work in the world there is no tolerance for the abuse of power, privilege or trust. WaterAid reinforces a culture of zero tolerance towards any form of inappropriate behaviour, abuse, harassment, or exploitation of any kind. The safeguarding of our beneficiaries, staff, volunteers and anyone working on our behalf, is our top priority, and we take our responsibilities extremely seriously. All staff and volunteers are required to share in this commitment through our Global Code of Conduct. We will conduct the most appropriate pre-employment references and checks to ensure high standards are maintained.

For more information about safeguarding at WaterAid, please visit our safeguarding webpage at:

We’re committed to changing normal forever—are you?