Administration/Procurement Coordinator

Job Title:                   Administration/Procurement Coordinator

Department:           Administration

The Administration/Procurement Coordinator’s responsibilities include performing a number of administrative, procurement and customer service tasks to ensure the efficient operation of the office environment.  Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material.

The successful candidate is expected to:

• Prepare correspondence, reports and other documents from the office of the Country Manager and other senior managers.
• Organize and attend meetings to record, transcribe and distribute minutes to relevant persons as required.
• Develop effective communication links to ensure the smooth flow of information between departments internally as well as externally.
• Organize travel arrangements for Country Manager or senior managers.
• Responsible for the effective management of the company’s administrative record keeping and filing system.
• Process applications for all company related licenses and permits to ensure that they are up-to-date.
• Build and maintain strong relationships with key supplier contacts.
• Reduce inventory costs by implementing control measures and standardizing ordering procedures.
• Monitor inventory levels and determining when reordering needs to be done.
• Work with suppliers to negotiate costs.
• Prepare purchase orders and send to suppliers.
• Track orders to ensure timely delivery.
• Perform any other related duties as required.

Qualifications and Experience

• Diploma in Business Administration or related field.
• 6 CXC subjects including Mathematics and English.
• At least five (5) years’ experience in procurement, administration or related field.
• Excellent Computer skills and proficiency at Microsoft Office suite and basic technology literacy is essential.
• Knowledge of procurement processes, policies and procedures.
• Ability to handle multiple projects simultaneously to meet goals and deadlines.

Ability to effectively communicate via phone and email.