Procurement & Administration Officer

Job Objective

We are seeking to engage a Procurement & Administration Officer who is responsible for driving efficient office administration, with a strong focus on procurement, inventory control, facility coordination, and general administrative support. The role ensures seamless office operations by managing purchasing activities, supplier coordination, and availability of essential office resources, while maintaining a safe and well-functioning work environment.

Key Responsibilities

1. Procurement & Inventory Management (Core Focus)

• Lead the procurement of office essentials including diesel, stationery, PPEs, branded materials, consumables, and other operational supplies.
• Source and engage vendors to ensure cost-effective and timely procurement of goods and services.
• Maintain and manage approved supplier relationships to ensure quality and consistency of supply.
• Monitor stock levels closely and ensure timely replenishment to prevent shortages or operational disruptions.
• Maintain accurate inventory records and ensure proper documentation of all purchases and usage.
• Conduct regular stock audits, reconciliation, and reporting of procurement activities.

2. Office Operations & Facility Management

• Ensure smooth day-to-day administrative operations.
• Oversee maintenance of office infrastructure and facilities (AC systems, CCTV, fire extinguishers, generators, etc.).
• Coordinate timely servicing and repair of office equipment and gadgets.
• Monitor diesel consumption and ensure uninterrupted supply for business operations.
• Maintain a clean, safe, and organized office environment.

3. Administrative Support Services

• Process and issue employee ID cards and branded materials promptly.
• Maintain proper documentation and filing systems (physical and electronic).
• Track and record distribution of office supplies and consumables.
• Support audit processes by ensuring compliance and proper documentation.

4. Compliance & Control

• Ensure adherence to company procurement and administrative policies.
• Maintain 100% accuracy in records and inventory documentation.
• Ensure zero regulatory infractions in administrative and procurement processes.
• Support cost control and efficiency initiatives within the department.

5. Other Duties

• Carry out any other duties as assigned by the Line Manager.

Requirements

• Minimum of OND in Business Administration or a related discipline
• Bachelor’s degree is an added advantage
• 1-2 years’ experience in an administrative role is preferred

Key Competencies

Technical Competencies

• Inventory and stock management
• Procurement processes
• Basic facility management knowledge
• Record keeping and documentation

Behavioral Competencies

• High attention to detail
• Strong organizational and time management skills
• Resourcefulness and problem-solving ability
• Strong interpersonal and communication skills
• Negotiation skills
• Stakeholder management
• Collaborative and supportive working style
• Integrity and accountability

Benefits