Job Purpose:

The Admin & Procurement Assistant will support day-to-day administrative and procurement operations, ensuring timely acquisition of goods and services and smooth functioning of office logistics in accordance with organizational policies and donor compliance requirements.

Key Responsibilities:

1. Procurement Support:

• Assist in collecting quotations and preparing comparative bid analysis (CBA) for purchases.
• Draft Purchase Requests (PRs), Purchase Orders (POs), and maintain procurement records.
• Ensure all procurement processes comply with organizational and donor procurement guidelines.
• Coordinate with vendors/suppliers to ensure timely delivery and quality assurance.
• Support in vendor registration and maintain an up-to-date supplier database.

2. Administrative Support:

• Support in day-to-day office administration including filing, photocopying, scanning, and correspondence.
• Maintain proper documentation and filing systems (both hard and soft).
• Assist in organizing meetings, workshops, travel, and logistics arrangements.
• Maintain office inventory and stock registers, ensuring proper recordkeeping.

3. Asset and Inventory Management:

• Maintain asset and equipment registers, tagging, and periodic verification.
• Monitor stock levels of office supplies and initiate timely replenishment.
• Assist in the disposal or transfer of assets in accordance with organizational policy.

4. Compliance and Reporting:

• Ensure procurement and admin records are audit-ready at all times.
• Assist in preparing monthly procurement status reports and admin logs.
• Coordinate with finance/admin for supporting documents and reconciliations.

Qualifications and Experience:

• Bachelor’s degree in Business Administration, Commerce, or related field.
• At least 1–2 years of experience in admin/procurement or operations roles, preferably with an NGO or development organization.
• Familiarity with procurement processes and vendor management.
• Understanding of donor compliance will be a strong asset.

Skills and Competencies:

• Strong organizational and time management skills.
• Attention to detail and ability to maintain accurate records.
• Good interpersonal and communication skills.
• Proficiency in MS Office (Excel, Word, Outlook).
• Ability to work under pressure and meet deadlines.