responsibilities
- Supports the coordination of the procurement process and assists the Senior Officer Administration & HR in planning and organizing events, accommodation and travel bookings.
- receives/delivers hand-mail, manages the petty cash and assists in secretarial and administrative matters for the efficient running of the project.
- Create an efficient filing/labelling system.
- Ensure proper filing of documents as requested by colleagues.
- Assist in photocopying, scanning and binding of documents as requested by other colleagues.
- Ensure adequate procurement report writing.
- Takes Minutes of Meetings and ensure adequate report writing.
- Work with the Finance Manager and support the Senior Officer Admin and Human Resources to ensure that utilities are timely paid.
- Ensure consolidation and timely stocking and restocking of daily office supplies (stationeries, spare parts, kitchen consumables, telephone airtime, cards etc.).
- Provide necessary meeting stationeries when needed.
- Ensure proper management and timely replenishment of the petty cash.
- Perform any other administrative duties as assigned.
- Have an understanding of the CBM Finance Handbook section on procurement policies and best practices.
- Participate in procurement meetings as directed by the Senior Officer, Admin& HR.
- Maintain an appropriate data base to track and manage vendor lists and running contracts under works, consultancy and services within required threshold.
- Support the Senior Officer Admin & HR in handling all consultancy contracts and processes.
- Support in providing regular contract status reports using the contracts Database.
- Assist in organizing tendering processes as required, ensuring processes are transparent, provide value for money and are properly documented.
- Assist the Senior Officer Admin & HR in ensuring that contract terms are observed by contractors, constantly making follow-ups and providing necessary amendments for contracts
- Support in ensuring timely and accurate payment processing and documentation.
- Assist in maintaining a database of prequalified vendors and contractors used by CBM CO.
- Ensure proper filing of all project procurement documents.
- Maintain an updated asset/inventory management processes including tagging and periodic assessments.
- Carry out any other duties as assigned by the Senior Officer Administration & HR.
These are your qualifications
- Business Management or Administration and office Technology & Management or related field.
- Any professional administrative qualification will be an advantage.
- Two years’ of experience in a similar role.
- Demonstrated experience in Microsoft packages (Outlook, Word, Excel) and good report writing skills.
- Effective communication skills (Verbal and Written).
- Ability to work in a fast-paced, team-oriented environment while juggling multiple/conflicting priorities and deadlines especially in organizing accommodation and flight bookings.
- Good written and spoken English.
- Ability to integrate into a multi-cultural environment.
- Reflects CBM values in daily work.
- Willingness to learn.
- Able to work independently and as a member of a team.
