Procurement and Operations Support Officer
Position Circumstances
- Career Category: Admin / Supervisory, Business Administration
- Schedule:Full-time
- Salary: Negotiable
The Procurement and Operations Support Officer provides essential administrative, operational, and procurement support to the program team. Working under the Finance and Operations Manager, the Procurement and Operations Support Officer leads procurement processes for the Strengthening Infectious Disease Detection Systems (STRIDES) project, ensuring compliance with procurement planning and contract regulations. This role involves close collaboration with program teams to maintain schedules and coordinate logistics for meetings and events to ensure smooth operational delivery.
Duties & Responsibilities:
- Procurement Leadership & Compliance
- Lead the end-to-end procurement process, including procurement plan at initial requisitions (PR), entering receipt notes in DPA, and verifying invoices for payment.
- Analyze quotations, conduct price comparisons, and recommend suppliers to ensure the best bid for goods and equipment.
- Develop bid specifications and ensure all activities comply with organizational policies and government regulations.
- Maintain and update purchasing files, price lists, and procurement operating procedures.
- Communicate with suppliers to schedule deliveries and resolve any shortages or late shipments.
- Administrative & Operations Support
- Serve as the primary administrative point of contact, responding to staff requests, and managing daily office operations.
- Maintain accurate inventory lists for non-expendable properties and conduct annual physical counts.
- Coordinate vehicle requests and logbook tracking, including managing rentals when internal vehicles are unavailable.
- Manage office supplies and cleaning materials to ensure sufficient reserves for staff.
- Liaise with government partners to facilitate MoUs, and visas for staff (if needed).
- Event, Meeting & Logistics Coordination
- Organize and execute meetings, conferences, and offsite events, including scheduling rooms and coordinating food and logistics.
- Prepare background materials and documentation for meetings and maintain departmental schedules/databases.
- Manage incoming and outgoing mail, including courier services and postage accounts.
Expected Profile of Candidates
Qualifications:
- High School Diploma
- Bachelor's Degree in business administration, Procurement, or international equivalent related fields.
Skills & Knowledge:
General & Technical Skills
- Working knowledge of standards and functions and applies to the fundamental concepts, practices and procedures of procurement activities.
- Knowledge of Office policies and procedures regarding procurement services.
- Excellent oral and written communication skills.
- Experience using online procurement platforms
- Ability to compile comprehensive bid analyses
- Proficient use of Microsoft Office and computer software skills.
- Ability to analyze and interpret data, identify errors, and prepare reports.
- Works on problems that are diverse in scope and require evaluation of identifiable factors.
- Exercises of judgment within defined practices and policies in selecting methods and techniques for obtaining solutions.
- Decisions made generally affect own job or specific functional area.
- Typically requires 5+ years of procurement and administrative support experience.
- Articulate, professional, and able to communicate in a clear, positive manner with clients and staff.
- Must be able to read, write and speak fluent English.
- Prior experience in a non-governmental organization (NGO) preferred.
- Good interpersonal skills, communication skills, a proactive work style and cultural sensitivity
- Experience organizing large and small meetings and events/workshops (in person and online), including oversight of participation.
- Proven commitment to professionalism, punctuality, accuracy, confidentiality, integrity and flexibility and proven experience in introducing new and more effective ways of working in a very busy office environment.
Soft Skills
- Good problem-solving skills, well organized, and detailed oriented.
- Ability to work well with others independently.
- Ability to anticipate response and perform tasks efficiently and clearly upon request from the program team.
- Able to work with minimum supervision and maintain composure under pressure.
- Has no supervisory responsibility.
- Receives instructions on new assignments.
- Typically reports to a Finance and Operation Manager.
- Ability to manage priorities and workload within the general schedule of work, instructions, and standardized practices.
- Cross-cultural experience and confident working in diverse teams
- Highly organized, attentive to details and mastery of information under his/her responsibility.
