Overview
Provide operational support and coordination for the Administration unit, including customer service, relationship management with service providers, and handling travel and accommodation needs. Manage logistics and procurement functions, including processing requisitions, assessing tenders, and maintaining supplier relationships.
Tasks Summary
- Support the Administrative Coordinator in providing prompt customer services.
- Develop and maintain good working relationships with service providers.
- Ensure integration of work with other team members in Administration unit.
- Support the Admin Coordinator in working with different office clients.
- Make sure that internal & external travel and accommodation needs and other hotel reservations are done on a timely manner.
- Process purchase requisitions / orders within purchasing authority.
- Invite, assess, and award/recommend supplier tenders, bids, quotations, and proposals.
- Establish and negotiate contract terms and conditions, and maintain supplier relationships.
- Prepare and maintain purchasing records, reports and price lists.
- Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements.
- Obtain supplier price quotes on a timely manner.
- Place orders with suppliers on time.
- Assist in the development of specifications for equipment, materials, and services.
- Administer contract performance, including delivery, receipt, warranty, damages and insurance.
- Reconcile or resolve value discrepancies.
- Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
- Address staffing resource needs and supervise purchasing clerks.
- Develop and maintain constructive and cooperative working relationships with colleagues and management.
- Ensure that financial transactions specifically office bill payments are within financial and administrative policies and procedures.
- Support the Administration Coordinator to ensure that all office practices are compliant with administrative & finance policies and procedures.
Experience Requirements
Minimum of 2 years office admin experience, logistics & procurement roles
Qualification Requirements
Diploma or Bachelor’s Degree in Administration or relevant field
