Procurement & Administration Officer

Job Purpose

The role holder will ensure cost-effective, transparent, and timely procurement of goods and services in full compliance with company policies and best practices, while providing efficient administrative and facilities support that enables seamless operations across all departments.

Key Responsibilities

Procurement Execution

• Process purchase requisitions, prepare LPOs, and expedite deliveries
• Ensure all procurement documentation is complete, accurate, and properly archived
• Verify quality, quantity, and specifications of goods and services received before payment processing
• Manage framework agreements and blanket purchase orders for recurring items

Compliance & Record Keeping

• Ensure all procurement transactions comply with internal procurement policy, IRA guidelines, and relevant tax regulations
• Maintain complete procurement documentation for audit and reference purposes
• Assist in preparation of quarterly and annual procurement reports for management and regulators when required

Administration & Facilities Management

• Oversee office maintenance, cleaning contracts, security services, and utilities management
• Supervise office supplies inventory and reorder levels (stationery, pantry, printed materials)
• Manage the company motor vehicle fleet (fuel, insurance, servicing, logbooks)
• Coordinate repairs, renovations, and office layout changes
• Supervise office assistants, drivers, and outsourced service providers

Asset & Inventory Management

• Maintain an up-to-date fixed asset register and coordinate annual asset verification
• Manage insurance of company assets and process claims where necessary
• Oversee stock levels of office supplies, stationery, and branded materials

General Administrative Support

• Coordinate company events, staff functions, and corporate social responsibility activities
• Provide logistical support as needed