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 across operations, programmes, workshops, events, services, and community initiatives.
- Manage the end-to-end procurement process from request through sourcing, approvals, purchasing, delivery, and handover.
- Source suppliers, obtain competitive quotations, and prepare quotation comparisons and recommendations.
- Coordinate approvals, purchase requests, purchase orders, delivery follow-up, and procurement planning.
- 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 supplier and vendor database.
- Build professional relationships with suppliers, manufacturers, contractors, and service providers.
- Coordinate supplier enquiries, quotations, purchasing activities, documentation, agreements, and records.
- Assist in evaluating suppliers based on quality, pricing, delivery performance, and reliability.
- Identify alternative suppliers to strengthen business continuity.
Administration and Reporting
- Maintain organized procurement documentation, filing systems, trackers, approval logs, databases, and operational records.
- Prepare procurement reports, expenditure summaries, quotation comparisons, and administrative documents.
- Coordinate internal communication, scheduling, approval tracking, and administrative activities across departments.
- Maintain procurement documentation in line with organizational 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 and Financial Support
- Provide procurement and administrative assistance for operations, programmes, workshops, exhibitions, events, and community initiatives.
- Coordinate procurement requirements with internal and external stakeholders.
- Contribute to operational planning through procurement requirements and delivery schedules.
- Assist with budget planning and monitoring through quotations, procurement data, and expenditure tracking.
- Coordinate procurement documentation with Finance to facilitate timely payment processing.
Process Improvement and Governance
- Identify opportunities to improve procurement workflows and administrative processes.
- Assist in maintaining procurement procedures, templates, and documentation.
- Recommend improvements to supplier management and procurement coordination.
- Assist with procurement tracking systems and operational efficiencies.
- Maintain complete, accurate, and auditable records and provide documentation for audits.
- Maintain confidentiality and promote ethical procurement, accountability, and transparency.
Requirements
- Ability to coordinate procurement from initial request through supplier sourcing, approvals, purchasing, delivery, and handover.
- Ability to source suppliers, obtain competitive quotations, and prepare quotation comparisons and recommendations.
- Ability to maintain complete, accurate, organized, and auditable procurement records.
- Ability to coordinate with internal departments, suppliers, contractors, and service providers.
- Knowledge of procurement policies, approval procedures, ethical practices, and confidentiality requirements.
- Ability to coordinate inventory, material custody, delivery verification, and handover records.
- Ability to support budget monitoring, expenditure tracking, and payment documentation.
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