Administrative Assistant – Procurement Support

About the role

The Procurement team is seeking an Administrative Assistant to provide day‑to‑day support, ensuring smooth processing of purchase requests, orders, and supplier documentation. You will act as a liaison between internal departments and external suppliers, maintaining accurate records and helping the team meet its delivery targets.

Key responsibilities

• Receive, review, register, and track purchase requisitions and procurement requests.
• Assist in preparing purchase orders, RFQs, comparison sheets, and related correspondence.
• Coordinate with internal departments to gather specifications, approvals, and supporting documents.
• Communicate with suppliers to obtain quotations, invoices, and required documentation.
• Maintain organized procurement files, supplier records, contracts, and purchase orders.
• Update procurement trackers and generate status reports on pending and completed requests.
• Support the preparation of supplier evaluation documents and quotation comparison reports.
• Follow up with suppliers on quotations, deliveries, invoices, and outstanding paperwork.
• Assist Finance and other departments with invoice processing and payment follow‑up.
• Arrange meetings, prepare agendas, take minutes, and track action items.
• Draft emails, letters, memos, and other procurement‑related correspondence.
• Support supplier registration and ensure documentation is complete and valid.
• Provide audit assistance by supplying procurement records and supporting documents.
• Perform general administrative duties such as scheduling, filing, data entry, and report preparation.

Required profile

• Bachelor’s degree in Business Administration, Procurement, Supply Chain Management or a related field.
• Minimum of 2 years experience in administration, procurement support, purchasing or a related area.
• Familiarity with purchase orders, supplier documentation, quotations, invoices and procurement trackers.
• Experience in a government or large corporate environment is an advantage.
• Strong planning, organization, attention to detail, and communication skills.
• Ability to maintain confidentiality and handle commercial and contractual information responsibly.

Required skills