The Administrative Associate will assist the Senior Administrative and Procurement Associate in delivering efficient administrative, logistics, and procurement support, ensuring high-quality standards are maintained.
Duties and Responsibilities
Support office operations by ensuring sufficient supplies, cleanliness, security and access support to all staff and visitors.
Provide administrative and logistical support in organizing all travels (both local and international) workshops /training/ seminars (arrange the booking for air ticket, other travels and accommodation etc.)
Provide the first point of contact for all office enquiries and receive and direct all incoming calls and messages
Manage and was responsible for dispatching all incoming and outgoing mail
Support procurement by receiving user requests, analyzing them, sourcing for quotations, leading in analyzing the quotations in liaison with the procurement committee and liaison with vendors to ensure timely communication and delivery
Create and maintain good relationships with vendors/suppliers including facilities management.
Support in estimating and establishing budgets for office supplies purchases
Support in capturing of LPOs and invoices into the system (ERP)
Maintenance of office petty cash
Maintain purchase records and other important data
Provide executive support to the office of Finance & Operations Director including meetings scheduling, tasks planners among others
Perform other related tasks as required by the line manager
Profile
Required Minimum Qualifications:
BA in business administration, Procurement or relevant field; plus
Chartered Institute of Purchasing and Suppliers is added advantage
2 years' work experience in an INGO
Required minimum Skills and Competencies:
Proficient in MS Office
Outstanding organizational and time-management abilities
Excellent communication and interpersonal skills
Problem-solving and decision-making aptitude
Strong ethics and reliability