Office Administrator/Procurement Officer at a Reputable Company

• We are looking for a proactive and detail-oriented Office Administrator/Procurement Officer to oversee office operations while managing procurement and the preparation and submission of tenders. The ideal candidate will have a strong background in office management and procurement, ensuring efficient office management and successful bid submissions.

Key Responsibilities:

Office Administration:

• Oversee daily office operations to ensure a smooth and efficient working environment.
• Manage correspondence, emails, and phone communications
• Schedule and coordinate meetings, appointments, travel arrangements, and maintain accurate office records.
• Support HR functions, including maintaining employee records and assisting with recruitment.
• Prepare reports, presentations, and other documentation as required.
• Ensure compliance with office policies and procedures.

Procurement Responsibilities:

• Develop and implement procurement strategies to meet company needs efficiently and cost-effectively.
• Prepare and process purchase orders, contracts, and procurement documentation.
• Identify reliable suppliers, negotiate prices, and maintain strong vendor relationships.
• Coordinate the ordering and timely delivery of office supplies, equipment, and other materials.
• Monitor procurement budgets and ensure expenditures align with financial plans.
• Identify and analyze tender opportunities from various sources.
• Ensure procurement processes comply with company policies and industry regulations.
• Prepare and submit competitive and compliant tender documents within set deadlines.
• Ensure compliance with all tender requirements, including legal and financial documentation.
• Monitor and track tender results and recommendations for improvement.
• Build and maintain relationships with procurement entities and suppliers.
• Maintain an up-to-date database of tenders, contracts, supplier information and procurement records
• Provide required procurement reports to management
• Stay updated with procurement laws, industry trends, and best practices.

Qualifications & Skills:

• Diploma or Degree in Business Administration, Procurement, Supply Chain Management, or a related field.
• Minimum of one year of experience in office administration and in tender management and procurement processes.
• Strong understanding of procurement and government and private sector tendering processes.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong time-management, organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Excellent research, analytical, negotiation and problem-solving skills.
• Ability to work independently and collaboratively as part of a team.
• High level of integrity and attention to detail.