Procurement & Admin Operations Assistant

About the role

The Procurement and Administration Ops Assistant is part of the Operations team and provides day-to-day procurement and administrative support so that goods, services and office support are delivered in a timely, compliant and efficient way. The role covers procurement from purchase requests through quotations, documentation, follow-up and delivery tracking, and also coordinates facilities, utilities, accommodation, travel payments and office supplies. It works closely with the Procurement and Admin Coordinator, Finance and programme teams, suppliers and service providers.

Key responsibilities

• Procurement: support requests for quotations, organise supplier quotations and documentation, maintain procurement trackers, follow purchase requests through approval, ordering and delivery, verify delivered goods against approved orders and keep audit-ready procurement files.
• Facilities and utilities: monitor electricity, water, internet and telephone availability, compile utility bill and rental schedules, submit invoices and follow up on outstanding items, coordinate maintenance, repairs and cleaning, and report service interruptions and safety concerns.
• Travel and accommodation: coordinate hotel and flight bookings for staff, visitors and consultants, compare options, confirm rates and conditions, prepare consolidated booking schedules, reconcile bookings against invoices and follow up on cancellations and refunds.
• Support staff: coordinate cleaners, messengers and reception support, assign daily tasks and monitor completion, and maintain attendance and duty records.
• Records and reporting: receive, organise and file correspondence, keep electronic and hard-copy records, monitor office consumables and stock, and prepare trackers and summaries for reporting.

Required profile

• BA degree in procurement, supply chain, business administration, management, logistics or a related field.
• At least one to two years of relevant work experience in procurement, administration, operations or similar support functions.
• Practical experience in procurement documentation, supplier follow-up, office administration, record keeping and invoice or payment tracking is an advantage.

Required skills

• Use of standard office applications and maintenance of accurate electronic trackers and records.
• Good written and verbal communication, with the ability to work with colleagues, suppliers and service providers.
• Ability to prioritise competing routine tasks, meet deadlines and handle confidential information responsibly.

National, full-time contract of one year with possible extension, starting in January 2027. Applications are made online by uploading a CV and a letter of motivation before 9 November 2026.