Vacancy: Procurement and Administration Manager

Job Description

• Procurement of equipment and other supplies;


• Purchase and organize supplies for all new branches;


• Management of fuel consumption (generator /office vehicles);


• Responsible for the maintenance and procurement of office vehicles;


• Responsible for the signing of purchase orders;


• Responsible for the clearance of tax invoices;


• Responsible for the preparation of purchase proposals for the Company’s equipment


• Monitor various activities and contracts (Service / Maintenance);


• Provide reports to management on regular basis on the activities managed and cost-cutting initiatives;


• Work with other departments to prepare branch roll-out plans for new Business Offices and execution;


• Monitoring, supervising and ensuring safety measures are incorporated into all business aspects;


• Co-ordination and management of all administrative issues like hygiene, stationeries, & welfare;


• Develop and maintain up-to-date, effective security measures to protect the Company’s properties and staff;


• Ensure all rents are paid promptly;


• Supervise all maintenance activities and maintain a regular schedule of maintenance for the Company’s properties;


• Work with the Legal officer to establish the Service Level Agreements for all service providers and suppliers and monitor their compliance;


• Ensure the Company’s insurance policy is adhered to at all premises and premium charges are paid promptly;


• Maintain clean surroundings on daily bases throughout the day in all of the branches and head office;


• Maximize the best value for money for companywide procurement activities in line with the company’s policies and procedures;


• Proper management and efficient utilization of stores;


• Deliver all administration services in the most efficient manner to facilitate the


• functions of other departments;


• Ensure adequate records of fleet management/movement, and put in place policies/structures to guard against abuse;


• Organize all drivers and vehicles to provide efficient transport for branches and staff;


• Ensure all drivers of vehicles have read and fully understood the Vehicle Usage Policy and Vehicle Code of Conduct;


• Ensure all basic checks are completed on fluid levels and brakes on a weekly basis and log in Vehicle Maintenance Log Book.


• Ensure all vehicle logbooks are correctly filled in for all journeys and checked against the Fuel Log on a monthly basis;


• Ensure all work on vehicles is checked on completion, all parts are replaced, and vehicles condition has improved where appropriate;


• Manage vehicle usage ensuring all employees and drivers comply with the organization's Vehicle Usage Policy and any accidents or damages are fully and promptly reported to senior management;


• Ensure all vehicles are roadworthy and have valid insurance and COF;


• Manage the sale and purchase of any vehicles with the support of the Senior Management;


• Ensure strict compliance with Outsourcing guidelines and Company’s policies;


• Ensure that the Company has adequate cover for its fixed assets, against fraud and accidents.

Required Skills or Experience

Education

• First Degree in Business Administration with procurement and administration concentration.

Experience

• Experience in procurement and administration


• At least 5 years working experience in administration with proven knowledge of procurement procedures and processes


• Experience in managing contracts with various vendors and ensuring the SLA is adhered to


• Extremely proficient in computing