Public Procurement Administrator (GMG/AM 2) - Regional Office

CORE FUNCTIONS:

• Coordinate reports on behalf of the organization 
• Maintain records in accordance with the FAA Act, etc. 
• Disseminate in a timely manner all incoming and outgoing correspondences
• Coordinate meetings: 
  • Arrange Department and Procurement Committee meetings 
  • Disseminate relevant documents for meetings 
  • Record and generate accurate and timely minutes for meetings 
• Prepare and distribute letters and other correspondence relating to personnel and department matters 
• Liaise with suppliers and other external and internal customers as necessary regarding the procurement process 
• Interact with the online procurement platform 
• Make travel arrangements for organization officers 
• Responsible for organizing all purchasing documents 
• Ensure that all Purchase and Travel Requisitions are channeled through the proper system before preparing the purchase orders 
• Ensure all necessary information for the processing of Purchase Requisitions and Travel Requisitions are in place 
• Assist with compiling data to prepare Purchase Orders 
• Ensure that all Purchase Orders are typed 
• Assist in expediting the movement of purchase orders to the suppliers 
• Communicate with all levels of staff regarding the movement of the Requisitions and Purchase Orders 
• Maintain a database of all bonds and insurances and ensure that they are current at all times
• Assist users with preparing Purchase Requisitions correctly 
• Maintain proper record management for Purchase Requisitions, Purchase Orders and C.O.D. letters 
• Ensure that copies of Purchase Requisitions are dispatched to the correct department
• Answer the telephones and screen and direct callers to the appropriate person or use initiative to assist callers where possible 
• Perform other similar and related tasks are required 

QUALIFICATION & EXPERIENCE:

• Diploma in Business Administration/Management Studies/Accounting or any other related field 
• At least 1 year of working experience in the related field 

ONLY SHORTLISTED APPLICANTS WILL BE CONTACTED