Procurement & Administrative Officer

Job Profile and Key Responsibilities

• Estimate and establish cost parameters and budgets for purchases.
• Create and maintain good relationships with vendors/suppliers.
• Maintain records of purchases, pricing, and other important data.
• Review and analyze all vendors/suppliers, supply, and price options.
• Develop plans for purchasing equipment, services, and supplies.
• Negotiate the best deal for pricing and supply contracts.
• Ensure that the products and supplies are high quality.
• Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development.
• Work with team members and the Financial Manager to complete duties as needed.
• Prepare the required documentation for Bid Submission.
• Attend any physical or online sessions related to Bid Submission.
• Affiliate with day-to-day Operations requirements.

Inventory/Stock Management

• Oversee inventory and supply chain management according to company guidelines.
• Perform critical inventory tasks to ensure the correct number of items are in stock.
• Maintain updated and accurate records of inventory, including transfers and cycle counts.
• Review documentation and monitor product codes to search for discrepancies; troubleshoot quantity discrepancies between stock and records.
• Maintain accurate records in the ERP System as needed and enter the records in it.
• Create PO in the ERP system and ensure the delivery is received and entered accurately into the system.
• Develop and implement improvements to existing operational procedures in order to maximize efficiency and cut operations costs.
• Respond to sales inquiries and purchase orders; collect and analyze data to determine appropriate order quantities; process orders for shipment.
• Review operations schedules and production requirements to ensure timely order fulfillment.
• Track rates of accuracy, purchase and return as well as defective items to inform quality control decisions.
• Prepare, generate, and file financial inventory reports; review reports monthly with management.
• Carry-out Monthly and Annual stock counts.
• Manage all office related logistics.

Human Resources Support

• Affiliate with payroll processing, attendance tracking, and leave management.
• Maintain employee records and ensure confidentiality of HR documentation.
• Support recruitment logistics, onboarding processes, and employee welfare programs.

Administrative Oversight & Documentation

• Supervise filing systems (digital and physical) to ensure organization-wide documentation compliance.
• Coordinate interdepartmental administrative workflows and approvals.
• Ensure timely and proper archiving of contracts, letters, and reports.

General Support & Other Duties

• Provide administrative support to Department Managers as required.
• Affiliate with bid/tender preparations and salary disbursements.
• Perform any additional tasks assigned by management.