Procurement Specialist at Heifer International

Administration (45%) 

• Oversee day-to-day office operations to ensure productivity and efficiency.
• Coordinate employee travel, including flights, accommodation, and logistics with approved vendors.
• Manage fleet operations: schedule maintenance, maintain motor vehicle insurance, and handle rental needs.
• Handle confidential documentation and ensure secure filing systems.
• Coordinate distribution of office equipment and tools to staff.
• Maintain accurate documentation of all vendor processes and transactions.
• Plan and execute administrative functions, including mail services, record keeping, and furniture allocation.
• Organize internal meetings, conferences, and events.
• Prepare and track administrative expense reports and budgets.
• Ensure compliance with Quality Management Systems and Occupational Health & Safety standards.
• Support the completion of special internal projects.
• Manage asset registration, tagging, verification, maintenance, and disposal.

 Procurement (55%) 

• Develop and implement annual procurement plans.
• Evaluate suppliers, review quotes, and ensure competitive and quality sourcing.
• Draft specifications and performance standards for tenders and procurements.
• Monitor and document procurement activities, including RFPs and RFQs.
• Ensure compliance with funder and organizational procurement policies.
• Identify and resolve procurement process issues in a timely manner.
• Lead troubleshooting efforts related to vendor or order challenges.
• Advise stakeholders on procurement risks and mitigations.
• Maintain procurement records and purchase databases.
• Update and manage supplier information and relationships.
• Research and evaluate new vendors to maintain quality and competitiveness.
• Monitor inventory levels and ensure timely reordering of supplies.

Any Other Assigned Function (5%) 

• May perform other job-related duties as assigned.

 Minimum Requirements 

• Bachelor’s degree in a relevant field (e.g., Business, Procurement).
• 3–5 years of relevant work experience.
• Procurement or relevant administration qualification/certification (e.g., CIPS or equivalent).

Key Behavioural Competencies

• Accountability
• Professional Excellence
• Humility
• Customer Orientation
• Empathy
• Innovation