- 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.
