Vacancy: Records and Procurement Officer

Job Description

• Develop an efficient filing system to make updating and retrieving files easier


• Store all files in designated places securing the important documents and enter policy number into an electronic system


• Keep track of updates to procurement processes and implement all new and improved administrative procedures in line with good procurement processes


• Procure equipment and services as requested


• Request quotes or bids in accordance procurement policies and procedures


• Develop and maintain a monthly procurement plan


• Develop and maintain a list of vendors and update the vendors source list annually to ensure competitive prices and offers


• Prepare and finalize requisition forms and documentation for approval


• Prepare and finalize purchase orders or contracts for goods and services and other associated documentation necessary for review and approval by the supervisor


• Ensure appropriate policies and procedures are applied within the scope of responsibilities


• Maintain office inventory list and regularly update it with any new equipment


• Provide office administrative and logistical support


• Manage vehicle movements


• Reviews drivers maintenance records and log books to ensure that proper records are maintained for office vehicles


• Maintain electronic and hard-copy of all files and procurement documentation

Required Skills or Experience

• Degree in records management, Purchasing and Supply and other related field from a reputable University institution or college


• Must have a minimum of 2 year experience


• Knowledge of filing systems


• Dependable with a respect to confidentiality with policies


• Knowledge and understanding of procurement processes, policy, and systems and Strong negotiation skills


• Efficient computer operation in MS word, power point, excel


• Inventory management skills


• Vendor Relationship


• Accuracy and Attention to Detail


• Excellent organizational and time management skills