Administrative Assistant, Procurement & Logistics at Corus International

Job Brief

• The Administrative Assistant will support daily office operations by ensuring the timely, transparent, and cost-effective procurement and delivery of goods and services.
• The role is responsible for assisting in procurement processes, logistics coordination and fleet management.
• In addition, the Administrative Assistant will handle tasks like preparation for scheduled meetings, managing physical correspondence, maintaining records, and assisting staff.
• Oversee supplies, coordinate events, and often provide general support to other employees and departments to ensure efficient workflow.

Responsibilities

General administration:

• Support the Office Manager to ensure office machines and equipment are maintained.
• Availability of Office supplies and stationeries. This includes distribution and recording.
• Monitor the supply and usage of the generator consumables. (Diesel and engine oil)
• Manage the filing of documents and retrieving.
• Relieve any of the officer as when required.

Procurement/Logistics Support

• Assist in collecting and reviewing purchase requisitions from various units.
• Support in preparing draft RFQs and RFPs for review.
• Solicit quotations from approved suppliers and prepare bid analysis or comparison sheets.
• Ensure all procurement activities follow organizational and donor procurement guidelines.
• Support in maintaining the vendor database.
• Support in preparing procurement reports, tracking purchase status, and updating the procurement tracker.
• Assist with the processing of vendors payment and liaise with the finance team to ensure timely payment processing to vendors.

Fleet and Travel Management

• Assist in scheduling vehicle use and maintaining transport request records.
• Track vehicle movement, mileage, and fuel consumption to ensure efficiency.
• Support in organizing routine vehicle maintenance and repairs.
• Support in coordinating domestic and international travel for staff, consultants, and visitors in line with the organization's travel policy.
• Maintain relationships with travel agents, airlines, and hotels to ensure competitive rates and reliable service.
• Support teams with logistics planning for training, workshops, or field missions.
• Perform any other duties as assigned.

Supervisory

• This role has no direct reports.

Education & Experience

• First degree in Business Administration, Social Sciences or related field.
• 1-3 years Administrative/Procurement experience preferably in the INGO sector.
• Experience in documentation, filing and database management.
• Experience in using Microsoft office and other relevant software.

Knowledge, Skills And Abilities

• Familiarity with international faith-based organizations working in the relief and development sector and an understanding of how these organizations operate and what motivates them.
• Excellent verbal and written communication skills with proven experience.
• Collaborative, team-oriented work style, with self-motivation and drive to get the job done with little supervision.

Physical And Mental Requirements

• The physical and mentally stable/fit.
• Ability to learning new tasks, comprehending, and retaining information, completing tasks independently.

Other Duties

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities for the position. Duties, responsibilities, and activities may change at any time with or without notice. All positions are required to perform any additional tasks assigned by the supervisor.