Administration Officer - Procurement

1. Procurement Coordination

· Coordinate procurement activities across operations, programmes, workshops, events, services and community initiatives.

· Manage the end-to-end procurement process, from the initial request through supplier sourcing, approvals, purchasing, delivery and handover.

· Source suitable suppliers, obtain competitive quotations, and prepare quotation comparisons and procurement recommendations.

· Coordinate procurement approvals in accordance with organisational procedures and prepare and monitor purchase requests and purchase orders.

· Follow up on deliveries and supplier commitments to ensure requirements are completed on time.

· Assist with procurement planning for operational requirements and annual programmes.

· Maintain complete procurement records, including quotations, approvals, invoices, delivery notes and supporting documentation.

· Ensure procurement activities deliver value for money while maintaining the required quality and service standards.

1. Supplier & Vendor Coordination

· Develop and maintain an accurate and reliable supplier and vendor database.

· Build professional relationships with suppliers, manufacturers, contractors and service providers.

· Coordinate supplier enquiries, quotations, purchasing activities, documentation, agreements and records where applicable.

· Assist in evaluating suppliers based on quality, pricing, delivery performance and reliability.

· Identify alternative suppliers where needed to strengthen business continuity.

1. Administration

· Maintain organised procurement documentation, filing systems and operational records.

· Prepare procurement reports, expenditure summaries, quotation comparisons and other administrative documents.

· Maintain procurement trackers, approval logs and procurement databases.

· Coordinate internal communication relating to procurement requests and operational requirements.

· Manage scheduling, approval tracking and administrative coordination across departments.

· Ensure all procurement documentation is maintained in line with organisational procedures.

1. Inventory & Material Coordination

· Coordinate the receipt of purchased goods and materials and verify deliveries against the relevant procurement documentation.

· Coordinate the temporary storage, identification and tracking of procured materials where required.

· Maintain material custody and inventory records in collaboration with relevant departments.

· Coordinate the handover of materials to internal teams, programmes and projects.

· Assist in improving inventory tracking processes and material management systems.

1. Operational Support

· Provide procurement and administrative assistance for operations, programmes, workshops, exhibitions, events and community initiatives.

· Coordinate procurement requirements with Consultants, Technicians, Customer Service, Finance/Accounting, Programmes and other internal or external stakeholders.

· Contribute to operational planning by coordinating procurement requirements and delivery schedules.

· Assist with budget planning and monitoring through procurement data, quotations and expenditure tracking.

· Coordinate procurement documentation with Finance to facilitate timely payment processing.

1. Process Improvement

· Identify opportunities to improve procurement workflows and administrative processes.

· Assist in developing and maintaining procurement procedures, templates and documentation.

· Recommend practical improvements to supplier management and procurement coordination.

· Assist with implementing procurement tracking systems and other operational efficiencies.

1. Governance & Compliance

· Ensure procurement activities comply with organisational policies and procedures.

· Maintain complete, accurate and auditable procurement records.

· Provide procurement documentation for internal and external audits when required.

· Maintain the confidentiality of procurement information and commercial documentation.

· Promote ethical procurement practices, accountability and transparency across procurement activities.

Desired Candidate Profile

• Qualifications and experience · Bachelor's degree in Business Administration, Procurement, Supply Chain Management, Operations Management or a related discipline. · At least 3 years of experience in procurement, administration, business operations or a related role. · Hands-on experience coordinating procurement activities, supplier relationships and multiple purchasing requests at the same time. · Experience preparing quotation comparisons, procurement reports and maintaining complete purchasing documentation. · Strong Microsoft 365 skills, particularly Excel, Outlook, Teams and SharePoint, together with experience using an ERP system. · Strong organisation, attention to detail, communication and follow-up skills, with sound commercial judgement and a high level of integrity. Preferred background Experience procuring technical goods, workshop materials, machinery, specialist equipment, fabrication or production services, facilities supplies or other operational requirements is highly preferred. Exposure to makerspaces, fabrication laboratories, manufacturing, engineering, product design, furniture, creative production, education, museums, exhibitions, architecture, model-making or prototyping environments would be an advantage. Experience with Microsoft Dynamics 365 or Odoo, or a professional certification in procurement, supply chain or business administration, would also be beneficial. The ideal candidate You are service-oriented, dependable and comfortable working in a fast-paced multidisciplinary environment. You can interpret procurement requirements, communicate confidently with suppliers and internal teams, manage competing priorities and ensure that the right materials, equipment and services are available when needed. If your experience matches the above requirements, we would be pleased to hear from you.