Administration Officer - Procurement

Procurement Coordination

Coordinate procurement activities across operations programmes workshops events services and community initiatives

Manage the end-to-end procurement process from the initial request through supplier sourcing approvals purchasing delivery and handover

Source suitable suppliers obtain competitive quotations and prepare quotation comparisons and procurement recommendations

Coordinate procurement approvals in accordance with organisational procedures and prepare and monitor purchase requests and purchase orders

Follow up on deliveries and supplier commitments to ensure requirements are completed on time

Assist with procurement planning for operational requirements and annual programmes

Maintain complete procurement records including quotations approvals invoices delivery notes and supporting documentation

Ensure procurement activities deliver value for money while maintaining the required quality and service standards

Supplier Vendor Coordination

Develop and maintain an accurate and reliable supplier and vendor database

Build professional relationships with suppliers manufacturers contractors and service providers

Coordinate supplier enquiries quotations purchasing activities documentation agreements and records where applicable

Assist in evaluating suppliers based on quality pricing delivery performance and reliability

Identify alternative suppliers where needed to strengthen business continuity

Administration

Maintain organised procurement documentation filing systems and operational records

Prepare procurement reports expenditure summaries quotation comparisons and other administrative documents

Maintain procurement trackers approval logs and procurement databases

Coordinate internal communication relating to procurement requests and operational requirements

Manage scheduling approval tracking and administrative coordination across departments

Ensure all procurement documentation is maintained in line with organisational procedures

Inventory Material Coordination

Coordinate the receipt of purchased goods and materials and verify deliveries against the relevant procurement documentation

Coordinate the temporary storage identification and tracking of procured materials where required

Maintain material custody and inventory records in collaboration with relevant departments

Coordinate the handover of materials to internal teams programmes and projects

Assist in improving inventory tracking processes and material management systems

Operational Support

Provide procurement and administrative assistance for operations programmes workshops exhibitions events and community initiatives

Coordinate procurement requirements with Consultants Technicians Customer Service Finance Accounting Programmes and other internal or external stakeholders

Contribute to operational planning by coordinating procurement requirements and delivery schedules

Assist with budget planning and monitoring through procurement data quotations and expenditure tracking

Coordinate procurement documentation with Finance to facilitate timely payment processing

Process Improvement

Identify opportunities to improve procurement workflows and administrative processes

Assist in developing and maintaining procurement procedures templates and documentation

Recommend practical improvements to supplier management and procurement coordination

Assist with implementing procurement tracking systems and other operational efficiencies

Governance Compliance

Ensure procurement activities comply with organisational policies and procedures

Maintain complete accurate and auditable procurement records

Provide procurement documentation for internal and external audits when required

Maintain the confidentiality of procurement information and commercial documentation

Promote ethical procurement practices accountability and transparency across procurement activities

Bachelor's degree in Business Administration, Procurement, Supply Chain Management, Operations Management or a related discipline.

• At least 3 years of experience in procurement, administration, business operations or a related role.
• Hands-on experience coordinating procurement activities, supplier relationships and multiple purchasing requests at the same time.
• Experience preparing quotation comparisons, procurement reports and maintaining complete purchasing documentation.
• Strong Microsoft 365 skills, particularly Excel, Outlook, Teams and SharePoint, together with experience using an ERP system.
• Strong organisation, attention to detail, communication and follow-up skills, with sound commercial judgement and a high level of integrity.

Preferred background

• Experience procuring technical goods, workshop materials, machinery, specialist equipment, fabrication or production services, facilities supplies or other operational requirements is highly preferred.
• Exposure to makerspaces, fabrication laboratories, manufacturing, engineering, product design, furniture, creative production, education, museums, exhibitions, architecture, model-making or prototyping environments would be an advantage.
• Experience with Microsoft Dynamics 365 or Odoo, or a professional certification in procurement, supply chain or business administration, would also be beneficial.

The ideal candidate

You are service-oriented, dependable and comfortable working in a fast-paced multidisciplinary environment. You can interpret procurement requirements, communicate confidently with suppliers and internal teams, manage competing priorities and ensure that the right materials, equipment and services are available when needed.

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