Chief Procurement and Administrative Officer

Are you a highly organized professional with expertise in procurement and administrative management? We seek an experienced leader to oversee our company's procurement processes, ensure smooth office operations, and manage fire safety submissions. In this role, you will lead end-to-end procurement cycles, develop strategic vendor relationships, prepare and execute purchase orders, and oversee inventory levels. Your strong organizational skills, leadership abilities, and interpersonal skills will enable you to manage multiple priorities effectively. You will also be responsible for supervising office activities, coordinating schedules and meetings, handling budgets and expenses, and managing facilities and equipment. Additionally, you will prepare and submit fire safety plans to the relevant authorities, coordinate with architects and consultants, and maintain accurate documentation. If you have a diploma in building construction management or supply chain management and at least 2-3 years of experience in procurement and administrative management, we encourage you to apply.

• Key Responsibilities:
• Lead and manage end-to-end procurement cycles, including supplier identification, tendering, vendor selection, and contract negotiation.
• Develop and maintain long-term relationships with key suppliers and service providers.
• Prepare and execute purchase orders, ensuring timely and accurate delivery of goods and services.
• Monitor inventory levels and prevent shortages and overstock.
• Collaborate with departments to identify sourcing needs, analyze market trends, and implement best practices.
• Conduct cost and price analysis to drive savings and improve purchasing strategies.
• Ensure compliance with company policies, legal regulations, and ethical standards.
• Track procurement performance through key metrics and reports.

• Administrative Responsibilities:
• Supervise and streamline all office activities, ensuring a well-maintained, organized, and efficient work environment.
• Coordinate schedules, meetings, and travel arrangements for senior management and staff.
• Handle office budgeting and expense reporting, overseeing invoices and accounts payable.
• Maintain and improve office policies and procedures, aligning them with company objectives and industry standards.
• Manage facilities, equipment, and supplies to support staff productivity.
• Oversee employee records, leave management, payroll coordination, and office communications.
• Lead the administrative support team, providing guidance, training, and performance reviews.

• Fire Safety Submissions:
• Prepare and submit fire safety plans to the relevant authorities, ensuring compliance with regulations.
• Coordinate with architects, consultants, and contractors to compile required documents.
• Maintain accurate documentation and filing of all correspondence and approval records.

Requirements:

• Diploma in building construction management, supply chain management, or related field.
• At least 2-3 years of experience in procurement and administrative management.
• Strong knowledge of procurement processes, vendor management, and supply chain principles.
• Excellent organizational, leadership, and interpersonal skills.
• Proficiency in MS Office Suite and procurement software.
• Ability to analyze and solve problems proactively.
• Strong communication skills and ability to interact with various stakeholders.

Working Conditions:

• Full-time position with standard business hours, with flexibility based on workload and project demands.
• Frequent travel for site visits and vendor meetings may be necessary.
• Fast-paced work environment requiring the ability to handle competing priorities and tight deadlines.

Preferred Qualifications:

• Certification in procurement or administrative management.
• Experience working in a multinational or complex organizational setting.
• Familiarity with legal and regulatory compliance related to procurement and administration.
• Familiarity with SCDF submissions, architectural coordination, or fire safety compliance.