Admin Assistant

Job Purpose

To provide administrative and coordination support to the Procurement team, ensuring the efficient processing of procurement requests, purchase orders, supplier documentation, contracts, records, and related correspondence. The role supports the timely delivery of procurement activities while maintaining accurate records and compliance with internal policies and procedures.

Key Responsibilities

• Provide day-to-day administrative support to the Procurement team.
• Receive, review, register, and track purchase requisitions and procurement requests.
• Assist in preparing purchase orders, request-for-quotation documents, comparison sheets, and procurement correspondence.
• Coordinate with internal departments to obtain specifications, approvals, supporting documents, and clarifications.
• Communicate with suppliers to request quotations, company documents, invoices, and other required information.
• Maintain accurate and organized procurement files, supplier records, contracts, purchase orders, and approvals.
• Update procurement trackers and provide regular status reports on pending and completed requests.
• Support the preparation of supplier evaluation documents and quotation comparison reports.
• Follow up with suppliers regarding quotations, deliveries, invoices, and outstanding documentation.
• Coordinate with Finance and relevant departments to support invoice processing and payment follow-up.
• Arrange meetings, prepare agendas, take meeting minutes, and follow up on agreed actions.
• Draft emails, letters, memos, and other procurement-related correspondence.
• Support supplier registration and ensure required supplier documents are complete and valid.
• Maintain confidentiality when handling commercial, contractual, and supplier information.
• Assist with audit requests by providing procurement records and supporting documents.
• Perform general administrative duties, including scheduling, filing, document control, data entry, and report preparation.
• Carry out any other related duties assigned by the line manager.

Qualifications

• bachelor’s degree in Business Administration, Procurement, Supply Chain Management, or a related field.
• Relevant administrative or procurement-related certification is an advantage.

Experience

• Minimum of 2 years of experience in administration, procurement support, purchasing, or a related field.
• Experience working with purchase orders, supplier documentation, quotations, invoices, and procurement trackers is preferred.
• Experience within a government or large corporate environment is an advantage.

Key Competencies

• Planning and organization
• Attention to detail
• Communication and teamwork
• Time management
• Customer service orientation
• Problem-solving
• Accountability
• Confidentiality and integrity

Job Details

Preferred Candidate

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