Procurement - Operations Administrator

We are seeking a detail-oriented and organized Procurement Administrator to join our team. The ideal candidate will play a crucial role in managing procurement processes and ensuring efficient supply chain operations.

        Role Purpose

• The Procurement & Operations Administrator supports the Procurement department and the day-to-day Operations/Facilities function, with a strong focus on execution, coordination, and follow-through.
• The role ensures that procurement decisions are effectively implemented through to completion—including assignment, contracting, scheduling, delivery, maintenance, and documentation—while ensuring that no requests or obligations remain pending.

• This is an execution- and coordination-focused position, with no strategic decision-making or supplier negotiations. The role serves as the single point of coordination for day-to-day procurement and operational activities.

  Key Responsibilities

  Procurement Administration

• Receive, review, and monitor all Purchase Requests (PRs).
• Operate and maintain the Procurement Management System.
• Support the end-to-end procurement process (Purchase Request, quotations, supplier selection, award, and implementation follow-up).
• Collect, organize, and maintain supplier quotations under the guidance of the Procurement Manager.
• Maintain and archive contracts (maintenance agreements, projects, insurance policies, and other supplier agreements).
• Prepare simple Assignment Agreements based on approved templates and register them in the system.
• Prepare procurement reports by company, project, supplier, or other required criteria.

• Ensure procurement documentation is accurate, complete, and properly maintained.

  Operations & Facilities Support

• Monitor and follow up on maintenance activities, operational tasks, and facility-related projects.
• Schedule appointments and coordinate external contractors and service providers.
• Track maintenance contracts and collect supporting documentation (maintenance reports, service records, ISO compliance documentation, etc.).
• Support the administration of preventive and corrective maintenance contracts.

• Ensure services are delivered according to agreed timelines, frequencies, contractual requirements, and deliverables.

  Coordination Responsibilities

• Act as the single point of coordination for daily Procurement and Operations matters.
• Ensure that requests, contracts, maintenance activities, and operational obligations are completed on time and do not remain outstanding.
• Maintain continuous communication and provide regular updates to the Head of Procurement & Operations.

• Coordinate with internal stakeholders and external suppliers to ensure smooth execution of activities.

  Qualifications & Skills

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, Economics, or a related field.
• 0–2 years of experience in Procurement, Operations, Facilities Management, or a similar administrative role (preferred but not required).
• Basic understanding of procurement processes, purchase requests, invoices, and contract administration.
• Proficiency in Microsoft Office, particularly Excel.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple tasks simultaneously and effectively follow up on outstanding actions.
• Strong communication and interpersonal skills when dealing with suppliers and internal stakeholders.
• Excellent command of English (C2 level).
• Ability to work independently while maintaining a high level of accuracy and accountability.