Public Procurement Administrator

About the role

The Public Procurement Administrator provides comprehensive administrative support to the Public Procurement Unit, acting as the first point of contact and ensuring smooth processing of procurement documentation. Reporting to the Manager of Public Procurement, the role involves managing correspondence, records, and coordination of procurement activities.

Key responsibilities

• Prepare and submit the unit’s monthly activity report.
• Coordinate and submit required reports to the Ministry of Finance, Integrity Commission, and Public Procurement Commission.
• Maintain filing systems and records in line with the Public Procurement Act, Regulations, and FAA Act.
• Log and disseminate incoming and outgoing correspondence promptly.
• Organise meetings for the Public Procurement Unit, Procurement Committee, and Evaluation Committees, including minute taking.
• Process purchase requisitions, ensure required quotations and signatures are attached, and generate purchase orders for approval.
• Communicate requisition and purchase order status to staff at all levels.
• Maintain records for purchase requisitions, orders, COD letters, contracts, warranties, and electronic inventory of bids.
• Assist with tender opening, closing, and bid recording activities.
• Provide clerical support for tender evaluation committees and screen telephone calls.

Required profile

• Diploma in Business Administration, Management Studies, Accounting, Supply Chain Management, or a related field.
• At least one year of relevant work experience in procurement or administrative support.

Required skills