Administrative and Procurement Officer

Famkris Healthcare Initiative seeks an experienced Administrative and Procurement Officer to coordinate day-to-day office operations, manage assets and procurement activities, and ensure efficient resource stewardship across the organization.

Responsibilities

Administrative & Office Management

• Facilitate coordination and cooperation between teams and administration
• Supervise building maintenance, repairs, and office cleanliness
• Manage courier documentation, mail, and mailing services
• Ensure safety equipment (fire extinguishers, first aid kits) are serviced and functional
• Prepare reports on office maintenance and utility costs
• Coordinate conference room scheduling and logistics for workshops and meetings
• Coordinate staff travel schedules and arrange logistics

Procurement & Vendor Management

• Participate in procurement of materials adhering to FHCI's procurement manual
• Obtain quotations and invoices from vendors
• Supervise receipt of procured items, verifying quantities and prices
• Ensure proper authorization for sole sourcing arrangements

Asset Management

• Oversee office equipment (generators, photocopiers) and telecommunications equipment
• Serve as primary custodian of office supplies and consumables
• Maintain accurate inventory records of office equipment and supplies
• Submit quarterly asset inventory reports to F&A Manager
• Circulate office supplies purchase request forms
• Review asset movement records maintained by Logistics Officer

Vehicle & Fleet Management

• Supervise assigned driver using FHCI's performance management system
• Review and respond promptly to vehicle reports and issues
• Oversee vehicle dispatch and allocation
• Review driver log sheets and monthly reports
• Conduct monthly vehicle inspections
• Provide staff training on fleet management tools

Knowledge Management & Documentation

• Review and improve administrative policies and procedures
• Maintain organized project files with restricted access
• Ensure secure document storage and regular filing list updates

Requirements

Education & Experience

• Bachelor's degree in Business Administration, Public Administration, Management, or related field
• Minimum 3 years' experience in administrative or operations support roles

Core Skills

• Strong organizational and multitasking abilities
• Excellent written and verbal communication
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Inventory and asset management experience
• Knowledge of procurement processes and vendor management
• Strong attention to detail and record-keeping accuracy
• Ability to prepare and analyze administrative reports
• Logistics coordination experience
• Staff supervision ability (drivers, cleaners, assistants)
• Fleet/vehicle management and maintenance tracking knowledge
• Problem-solving and decision-making skills
• High integrity and confidentiality maintenance
• Good time management and deadline adherence
• Efficient physical and digital filing system management
• Office safety and compliance standards knowledge

Preferred Qualifications

• Experience in health sector or NGO operations
• Familiarity with safety and compliance standards

How to Apply

No application instructions provided in the posting.