Administration Officer - Procurement
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Key skills for this role
Key Skills for This Role
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Procurement Coordination
- Coordinate procurement activities across operations, programmes, workshops, events, services, and community initiatives.
- Manage the end-to-end process from initial request through supplier sourcing, approvals, purchasing, delivery, and handover.
- Source suppliers, obtain competitive quotations, and prepare quotation comparisons and procurement recommendations.
- Coordinate approvals and prepare and monitor purchase requests and purchase orders.
- Follow up on deliveries and supplier commitments to ensure timely completion.
- Assist with procurement planning for operational requirements and annual programmes.
- Maintain procurement records, including quotations, approvals, invoices, delivery notes, and supporting documents.
- Ensure procurement delivers value for money while maintaining required quality and service standards.
Supplier and Vendor Coordination
- Maintain an accurate and reliable supplier and vendor database.
- Build professional relationships with suppliers, manufacturers, contractors, and service providers.
- Coordinate supplier enquiries, quotations, purchasing activities, documentation, agreements, and records where applicable.
- Assist in evaluating suppliers based on quality, pricing, delivery performance, and reliability.
- Identify alternative suppliers to strengthen business continuity.
Administration
- Maintain organised procurement documentation, filing systems, and operational records.
- Prepare procurement reports, expenditure summaries, quotation comparisons, and other administrative documents.
- Maintain procurement trackers, approval logs, and procurement databases.
- Coordinate internal communication relating to procurement requests and operational requirements.
- Manage scheduling, approval tracking, and administrative coordination across departments.
- Maintain procurement documentation in line with organisational procedures.
Inventory and Material Coordination
- Coordinate receipt of purchased goods and materials and verify deliveries against procurement documentation.
- Coordinate temporary storage, identification, and tracking of procured materials where required.
- Maintain material custody and inventory records with relevant departments.
- Coordinate handover of materials to internal teams, programmes, and projects.
- Assist in improving inventory tracking and material management systems.
Operational Support
- Provide procurement and administrative assistance for operations, programmes, workshops, exhibitions, events, and community initiatives.
- Coordinate procurement requirements with Consultants, Technicians, Customer Service, Finance, Programmes, and other stakeholders.
- Contribute to operational planning by coordinating procurement requirements and delivery schedules.
- Assist with budget planning and monitoring through procurement data, quotations, and expenditure tracking.
- Coordinate procurement documentation with Finance for timely payment processing.
Process Improvement and Governance
- Identify opportunities to improve procurement workflows and administrative processes.
- Assist in developing and maintaining procurement procedures, templates, and documentation.
- Recommend practical improvements to supplier management and procurement coordination.
- Assist with implementing procurement tracking systems and operational efficiencies.
- Ensure compliance with organisational policies and procedures and maintain auditable records.
- Provide procurement documentation for internal and external audits when required.
- Maintain confidentiality and promote ethical procurement, accountability, and transparency.
Requirements
- Maintain complete, accurate, and auditable procurement records in line with organisational procedures.
- Coordinate procurement requirements and delivery schedules across internal departments and external stakeholders.
- Support budget planning, expenditure tracking, and timely payment processing through accurate procurement data.
- Maintain confidentiality of procurement information and commercial documentation.
- Promote ethical procurement practices, accountability, and transparency.
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