• The Administrative and Procurement Assistant supports the smooth operation of the organization by working closely with the Administrative Officer, Drivers, and Finance and Research Assistant.
• The role is responsible for managing front-desk and reception services, including handling mail, coordinating transportation, and ensuring continuous coverage of the reception area to provide effective support to staff and visitors.
• In addition, the position assists with procurement activities by maintaining vendor relationships, preparing purchase orders, coordinating purchasing processes, and ensuring compliance with organizational procurement policies and procedures.

DUTIES & RESPONSIBILITIES:

• Administration Greet all visitors and assist them with their inquiries.
• Provide visitor information and logistical support to CDRI guests.
• Ensure that the reception area is properly maintained to receive guests Assist with logistics for CDRI workshops and conferences as requested.
• Ensure that all telephone, fax, and email equipment is functioning properly and report any issues immediately to the appropriate personnel.
• Answer all phone calls and direct them to the appropriate parties efficiently.
• Make phone calls on behalf of Management and the HR and Administration Manager as requested.
• Send and receive telephone messages and emails, forward them to the appropriate individuals, and properly record messages.
• Check telephone line, mail, and photocopying bills for both personal and office use, and prepare invoices or claims for personal use.
• Ensure that all outgoing mail is delivered, received, and distributed accurately, with proper titles, complete addresses, and correct spelling.
• Maintain CDRI bulletin boards and information areas, and facilitate the circulation of information among CDRI staff.
• Maintain and update contact lists for key government officials, diplomatic corps, and partner agencies.
• Keep the staff telephone directory up to date.
• Purchase and order refreshments (coffee, tea, sugar, milk, and cakes) and kitchen supplies for daily office use.
• Maintain a register of all photocopying requests.
• Maintain and update records of office supplies and coordinate their distribution for office use, fieldwork, training sessions, workshops, and conferences.
• Assist the HR and Administration Manager with staff recruitment, including receiving applications, preparing summary lists, and contacting candidates as requested.
• Perform other support duties as requested and assigned by Management and the HR and Administration Manager.
• Procurement Assist in preparing procurement documents and purchase orders.
• Supplier research and negotiation: Conduct market research to identify potential suppliers and assist in contract negotiations.
• Compliance and reporting: Ensure that procurement processes comply with organizational policies an.