Procurement and Administration Officer job at Africa Centre for Energy and Mineral Policy | Apply Now

Procurement Management

• Plan, coordinate, and execute procurement of goods, services, and works in compliance with the organization’s and donor procurement policies.

• Develop and maintain an up-to-date procurement plan in coordination with program and finance teams.

• Prepare and issue Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs).

• Lead bid evaluation committees, prepare bid analysis reports, and make recommendations for contract award.

• Maintain an organized procurement filing system for all documentation and audit trail.

• Manage supplier prequalification, contract administration, and vendor performance tracking.

• Provide procurement guidance and capacity building to staff and partners as required.

Logistics and Supply Chain

• Coordinate transportation and delivery of goods and materials to support field activities, ensuring cost-effectiveness and accountability.

• Manage fleet operations including vehicle scheduling, motorbike fuel and repair management, and driver supervision.

• Oversee stores and inventory management, ensuring accurate stock records and timely dispatch of materials.

• Ensure logistics operations comply with organizational safety and environmental standards.

• Maintain an updated asset register and oversee tagging, verification, and disposal in line with policy.

Administration and Office Management

• Oversee day-to-day administrative functions of the Karamoja field office to ensure an efficient and secure working environment.

• Supervise office support staff including cleaners, guards, and drivers, ensuring adherence to organizational standards.

• Manage office leases, utilities, maintenance, and general supplies (stationery, water, cleaning materials, etc.).

• Support coordination of staff travel and accommodation, including booking vehicles, hotels, and flights.

• Maintain updated administrative records such as visitor logs, service contracts, and maintenance schedules.

• Ensure availability and proper functioning of office equipment such as printers, generators, and communication systems.

• Support organization of meetings, workshops, and other field-level events including procurement of venues and materials.

• Liaise with district authorities, service providers, and partners on operational and administrative matters.

Compliance and Reporting

• Ensure procurement, logistics, and administrative processes comply with donor regulations and local laws.

• Prepare and submit monthly reports on procurement, logistics, and administration activities.

• Support internal and external audits and reviews by providing relevant documentation.

• Maintain confidentiality and uphold integrity in handling organizational assets and information.

• Collaborate with program, finance, and HR teams to forecast and coordinate operational needs.

• Maintain effective communication with service providers.