Admin Assistant - Procurement & Inventory

Job Summary

The Admin Assistant – Procurement & Inventory supports the institution’s administrative operations by handling purchasing, vendor coordination, and inventory management. The role ensures that all procurement and supply processes are carried out efficiently, transparently, and in alignment with the policies and budgetary guidelines.

Procurement:

• Assist in sourcing vendors and obtaining quotations for goods and services.
• Prepare purchase orders and maintain accurate procurement records.
• Track and follow up on orders, deliveries, and payments.
• Ensure compliance with the institution’s procurement policies and financial guidelines.
• Support the finance department in verifying invoices and maintaining purchase documentation.

Inventory Management:

• Maintain and update inventory records of supplies, equipment, and learning materials.
• Conduct regular stock checks and coordinate replenishment as needed.
• Tag, label, and organize assets to ensure easy tracking and accountability.
• Coordinate with department heads for their material requirements and usage reports.

Administrative Support:

• Maintain vendor databases and supplier performance records.
• Assist in preparing procurement-related reports for management review.
• Support logistics and documentation for events, maintenance, and operational requirements.
• Collaborate with finance and administration teams for budget and audit purposes.

Education:

• Bachelor’s degree in Business Administration, Commerce, or a related field.

Skills &

Competencies:

• Strong organizational and record-keeping skills.
• Proficiency in MS Office and inventory management software (e.g., Tally, Zoho, or similar).
• Good communication and negotiation skills.
• Attention to detail and ability to multitask.
• Ethical, transparent, and process-oriented approach to work.