Administrative Affairs Officer

Key Duties and Responsibility

1.Process purchase requisitions / orders within purchasing authority.

2.Invite, assess, and award/recommend supplier tenders, bids, quotations, and proposals.

3.Establish and negotiate contract terms and conditions and maintain supplier relationships.

4.Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements.

5.Assist in the development of specifications for equipment, materials, and services to be purchased.

6.Administer contract performance, including delivery, receipt, warranty, damages, and insurance.

7.Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.

8.Prepare Annual procurement plan in coordination with respected departments.

9.Perform travel arrangements such as hotel, flight, transfers bookings.

10.Provide information in accordance with established procedures and policies

11.Refer problems requiring administrative or operational answers to appropriate administrators.

12.Electronically maintain records and generate lists, reports and other materials.

13.Reference developmental policies and review and edit communication in and out of the Administrative Affairs’ Office.

14.Coordinate with the other departments for their requirements and respond to all related email inquiries and direct such inquiries to appropriate staff.

15.Ensure coordination in communications between all departments within the department.

16. Develop and maintain constructive and cooperative working relationships with colleagues and management.

17. Prepare and maintain purchasing records, reports and price lists and coordinate supplies and materials.

18. Prepare and process requisitions according to established guidelines.

19. Maintain and prepare budget information.

Qualifications

Qualifications

Bachelor degree from an accredited university.

Preferably with:

• Chartered Institute of Procurement and Supply Diploma (CIPS)

Experience

3-5 years of experience in a related field, preferably with Knowledge of procurement processes, policy, and systems.