Position Description

The Admin Officer is responsible for carrying out the functions of procurement.  The Admin Officer will work closely with the Administration Officer to delegate tasks as necessary and ensure progress on those tasks.

Essential Duties

• Supervising the management of stores by ensuring that all requests are done in line with the set procedures and ensuring that replenishment is done in a timely manner
• Ensuring that all bin cards are kept up to date by the Administration Assistant
• Making sure that the Administration Assistant assembles requested supplies for delivery to project sites in time
• Making sure that the Organizational premises are always tidy
• Preparing contract/ vendors agreement documents
• Make sure lease agreements for all premises rented are up to date and rentals are paid on time
• Ensuring that all office equipment, including all electrical equipment’s are working properly and reporting all faults
• Making sure that all maintenance work is well supervised and always ensuring quality work
• Should be able to inspect building and other structures to determine functional system and detect malfunctioning system that need repair
• Supervising cleaners and making sure that they provide quality cleaning services
• Ensuring that all problems with cleanliness of the premises are well supervised and taking proper action when need be
• Timely delivery of items ordered, especially furniture and stationery
• Supervising the receptionist and making sure that the reception is managed in a professional manner.
• Supervising the administration Assistant work
• Making sure that all assets are recorded in the asset register
• Ensuring that all equipment and assets are branded accordingly
• Supervision of bicycles management
• Making sure that all assets are insured and claims where necessary raised in a good time
• Prepare AIRTIME Requests on monthly basis
• Ensure that all vendor agreements and communication related are properly filed both on the dropbox and on physical file.
• Ensure that all security and general incident reports are filled and filed appropriately

Requirements

• Bachelor’s degree in Business Administration, Logistics, or a related field.
• Minimum of three (3) years’ relevant experience in procurement and supply chain management.
• Knowledge of procurement policies, procedures, and supplier management.
• Strong negotiation, analytical, organizational, and communication skills.
• Proficiency in Microsoft Office applications, particularly Excel and Word.
• Experience working in an NGO or donor-funded organisation will be an added advantage.

Benefits

• Private Health Insurance
• Pension Plan