About the Role

The Administrative Specialist (Procurement) is responsible for managing and coordinating procurement activities to ensure the timely and cost-effective acquisition of goods and services for the company. The role involves canvassing, vendor coordination, purchase order processing, and ensuring compliance with company procurement policies. The position also supports documentation, record management, and assists in monitoring supplier performance and inventory levels to maintain efficient operational support.

Key Responsibilities

1. Procurement and Sourcing

• Source, canvass, and negotiate with suppliers to obtain quality materials and services at competitive prices.
• Prepare and process Purchase Requests (PR) and Purchase Orders (PO) in compliance with company policies.
• Ensure timely delivery of goods and services as per project or departmental requirements.

1. Vendor Management

• Maintain a database of accredited suppliers and evaluate vendor performance based on quality, cost, and reliability.
• Coordinate with suppliers on order confirmation, delivery schedules, and payment follow-ups.
• Assist in identifying and onboarding new suppliers as needed.

1. Documentation and Record Keeping

• Maintain organized records of quotations, purchase requests, purchase orders, and delivery receipts.
• Ensure proper documentation and filing of all procurement-related transactions for audit and tracking purposes.
• Monitor contract terms and ensure compliance with company standards.

1. Budget and Cost Control

• Assist in monitoring departmental budgets and ensure that purchases stay within approved allocations.
• Support cost analysis and provide comparative reports to ensure value-for-money procurement decisions.

1. Coordination and Communication

• Liaise with internal departments to clarify requirements, specifications, and approval processes.
• Ensure proper communication flow between requestors, suppliers, and the Admin Head.
• Escalate procurement concerns, delays, or discrepancies to the immediate head promptly.

1. Inventory and Logistics Support

• Coordinate with inventory personnel to track deliveries and confirm receipt of ordered items.
• Support proper tagging, recording, and storage of purchased materials or equipment.

1. Compliance and Policy Adherence

• Follow procurement and administrative policies, ensuring transparency, fairness, and accountability.
• Uphold confidentiality and integrity in all procurement transactions.

What we are looking for?

• Bachelor’s degree in business administration, Management, or any related field.
• At least 1–2 years of experience in procurement, purchasing, or administrative support.
• Strong negotiation and organizational skills.
• Proficient in Microsoft Office (Excel, Word, Outlook); knowledge in ERP systems is an advantage.
• Excellent communication and coordination skills.
• Detail-oriented, trustworthy, and able to work independently under minimal supervision.