World Vision International

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Administrative Assistant-Supply Chain Management

Job Description

Purpose of the position:

To coordinate the activities of Supply Chain Management Department by ensuring smooth flow of documentation and information to other stakeholders and assist in the procurement function for the achievement of set departmental goals and objectives.

Major Responsibilities:

  1. Coordination of Procurement activities

  • Receive record and track document movement from all user depts. for the Procurement \ Tender Committee.

  • Support the Manager in organizing Tender meetings, taking minutes and ensuring they are signed by the relevant members and Directors as per the approval Authority Limits.

  • Prepare and issue out agenda for Tender meetings before hand in Consultation with the Tender Committee Chair and Supply Chain Manager.

  • Preparation of relevant documents to be used in the Tender meetings

  • Communicate and follow-up on action points as recommended by the Tender Committee.

  1. Hotel reservations and bookings

  • Process and track Purchase Requisition Forms assigned

  • Make reservation for hotel booking as per requests from users

  • Raise LPOs for the hotel bookings

  • Maintain good relationships with contacts for various hotels and conferencing facilities.

  1. Documentation and record keeping

  • Ensure copies of LPOs with all supporting documents are forwarded to accounts in a timely manner for payment

  • Maintain a well-organized filing and documentation system for tender documents, LPO backup copies and Tender Committee and departmental minutes

  • Follow up on signatures for contracts and LPO’s with the relevant signatories and distribute them to the respective officers

  • Ensure a system is in place for tracking all the Invoices from Vendors e.g. maintain a register to ensure that timely action is taken on invoices and that no invoices are misplaced.

  • Keep in safe custody copies of all LPOs and support documents

  • Confirm the validity of bid/performance bonds presented by suppliers from respective banks and retain in file, the written confirmations

  1. Office Administration and Staff Support

  • Maintain optimal office supplies for departmental use

  • Organize departmental meetings and record discussions for sharing and future use

  • Coordinate welfare issues in the department

  • Facilitating departmental visitors/clients

  • Answering and re-routing telephone calls to the relevant officers.

  • Provide one point of contact for all supplier queries related to invoices \ orders and direct to the appropriate offices.

  • Setting up venue for departmental and client meetings

  • Provides information and responses to enquiries from user departments and other stakeholders.

  • Manage departmental incoming and outgoing letters

  • Process documentation for student attaches

Qualifications: Education/Knowledge/Technical Skills and Experience

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

  • A Higher National Diploma in a Business related field.

  • A Bachelor degree e.g. Bachelor of commerce, Economics, Business management, Business Administration, Entrepreneurship an added advantage.

  • A minimum of two years’ experience in office administration

  • Familiarity with supply chain processes and procedures will be an added advantage

  • Qualification in Supply Chain management will be an added advantage.

  • Qualification in Secretarial or related courses will be an added advantage

Other Competencies/Attributes:

  • High professional ethics and whose integrity

  • Good interpersonal and organizing skills

  • Computer literate MS Office

  • Proven communication skills

  • Ability to work in a team oriented environment

  • Must be a committed Christian, able to stand above denominational diversities.