Procurement and Administration Officer

Company Description

Job Description
Title: Procurement and Administration Officer
Department: Procurement
Location:  Kagera and Tabora
Reports To: Senior Finance and Administration Manager
Job Grade: Grade 5

ClassificationFull-time

How will you fight for an AIDS-free generation?

Procurement &Administration Officer is responsible for acquisition, coordination, facilitation of goods, services, logistics and assist in the administration of the front office, reporting, invoice management and purchase requests processing under supervision and guidance from the Procurement Manager.

No two days are alike at EGPAF, but what can you expect in this role?

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• Procurement

• Coordinate Procurement of office goods and services for the Arusha, Kilimanjaro and Manyara sub offices.
• To process purchase requests in accordance to the Foundations procurement policy under the guidance of the Procurement Manager.
• To ensure coordination of invoices management process to Finance department by updating the invoice tracker, maintain and update its dispatch book and maintain the Procurement copies in files sequentially.
• Ensure that all procurement is done using the agreed terms & conditions and is done in transparency way with high integrity.
• Ensuring that accurate and detailed specifications are submitted in writing prior to initiation of purchasing and coordinates the efficient pickup and delivery of purchases
• Maximize the best value for money for Foundation procurement activities and in line with the policies and procedures
• Establishing and developing professional working relationships with service providers and vendors based on transparency and honesty, evaluation and monitoring of vendor performance.
• Preparing weekly and monthly procurement reports for management review.

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• Reception

• Ensure that all visitors are correctly referred and attended to and that at all times there is someone at the reception.
• Answer/redirect telephone calls, taking messages, receive/assist visitors
• Maintain reception information/literature and general mail service.
• Keep the reception area tidy and welcoming during office hours
• Maintain the notice board at the reception and update the information on notice board as needed

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• Mail & invoice Administration

• Liaise with the Driver in charge of the mailing function and assist in the administration of the weekly courier. Receive and distribute mail accordingly.
• Ensure all utility bills are received on time and payment processed on time;
• Assist various departments to send out parcels and documents and follow up on receiving the same from different couriers recommended by the office.

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• Secretarial Duties

• Prepare daily staff attendance record and send to Dar Office and Admin Manager on monthly basis.
• Update staff extension  list and distribute to staff on monthly basis
• Carry out other secretarial duties as assigned by the Senior Finance and Admin. Manager.

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• Office Equipment

• Assists to oversee the use and maintenance of the office equipment including the photocopier, fax, binding machine to ensure that they are in working order and arrange with Dar Office and Administrative Manager for their repair and maintenance.

• Stores and cleanliness of the building

• Maintain EGPAF stores and ensure that all materials in the stores are well sorted out and arranged at all times.
• Conduct store inventory and prepare monthly stationery order.
• Ensuring that the building is clean and organized at all times.
• Liaise with various key staff to ensure that the materials brought to the store are distributed accordingly.