The Procurement and Administration Officer will perform the following duties: 

• Working closely with the procurement committee to efficiently plan and support program implementation.
• Ensure an efficient supply base through procurement processes in line with ADSW policies, financing partner guidelines and pre-qualification process for all goods and services used by ADSW.
• Support the procurement committee to develop Invitations to bid for supply of goods and services and conduct bid phase services including, but not limited to the process of, Requests for Proposals, Requests for Quotes, and other solicitations when necessary, corresponding with vendors, performing bid evaluations, updating Vendor Opportunities website, contract preparation.
• Support in contract administration, monitoring and reporting as may be required.
• Perform procurement functions such as requisitions, purchase orders, contracts, change orders, vendor information, and reporting.
• Support the procurement committee to ensure adherence to procurement procedures and standards through creating awareness to the users on the processes to be followed.
• Ensure availability of quality goods and services ordered and prompt delivery of the same to the user through timely processing of the requisitions placed.
• Ensure cost rationalization by carrying out price surveys to determine price trends to help suppliers’ appraisal.
• Manage supplier relationships through maintaining good communication and timely processing of payments for mutual benefit of ADSW and the suppliers.
• Production of management reports to inform the management on decision making.
• Through the procurement committee, advise the leadership team on internal control to be applied in procurement to enhance efficiency.
• Drafting a variety of procurement and administration-related documents, reports, contracts, communications, guidelines, instructions, annual procurement  plans.
• Coordinating administrative matters such as office space, administrative and procurement tools and files, inventory, auditing of procurement activities.
• Participate in tender meetings and evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Review procurement documents for accuracy before submitting them for payment approval.
• Collaborating with all departments by coordination with finance, grants, and program to ensure smooth and timely procurement.
• Implementing due diligence for suppliers, this includes searches for AML & prevention of terrorist fionancing, conducting reference checks, supplier visits as well as documenting those processes.
• Preparing and submitting accurate monthly reports to the Human Resource and Operations Office on time.
• Supporting with developing and updating the procurement plans (assigned) as required.
• Manage office supplies and equipment.
• Maintain the office asset list and ensure compliance with the policies.
• Support smooth functioning of office infrastructure including communications equipment and services.
• Support the planning and coordinating of office events and meetings.
• Greet and direct visitors at the regional office

• Ensure a regularly updated visiting staff schedule is maintained
• Ensure a centralized contact lists including staff, program visitors and partners is maintained
• Oversee hotel bookings and flight tickets as required including ensuring prior approval by an authorized supervisor and recording of supplies expenses.
• Ensure all office equipment is stocked with required supplies (stationary, cleaning and kitchen supplies, toner, paper etc.).
• Support in developing efficient logistics structures for smooth operations of ADSW operations.