The role of the Admin/Procurement Officer is providing Admin support and to procure goods and services in compliance with IHS/Donor procurements policies and procedures.
He collects invoices on approved purchase requisitions, prepares offer analysis and makes recommendations. Once the purchase order has been completed, the Procurement Officer will follow up to assure delivery.


He maintains procurement data including supplier list and standards of goods and services, and ensures the effectiveness of procurement in timely and cost effective manner.


Arrange hotel for IHS staff, participants, consultants who are coming to the state for assignments.
Arrange for telephones and internet modems for IHS and new staff, as the case may be.
Calendar management, ensuring conference rooms are booked.
Meeting/conference/activity logistics and making sure to update the records regularly.
Arrange spaces for new employees making sure the availability of desks, chairs etc are ready for them to use on the start day.
Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity.
Coordinate catering services for official functions within and outside the office location.
All aspects of fleet management (fueling, repair/maintenance, log books, reporting).
Receives approved Purchase Requisitions (PR) for procurement of goods and services.
Tracks all PRs, for both local purchases and those requested through Email.
Determines price reasonableness.
Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval.
Inquires immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
Handles field office purchases when required.
Ensures that purchases are made in the best interests of the donor and IHS;
Assures delivery or pickup of PO for collection of goods.
Prepares weekly procurement status report and submits to the supervisor.
Regularly updates the supervisor of all partial collection of the procured goods.
Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
Does quarterly or 6 month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
Capacity Building of Team.
Inform supervisor immediately if asked to compromise integrity by any vendor or other.
Ensure that systems are in place in country to ensure that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with IHS policies and standard operating procedures.
Systems are in place to ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and IHS policies and procedures.
Monitor and ensure compliance.
Other tasks as assigned by the supervisor.
The responsibilities and duties are indicative only and are subject to change to meet the needs of the project, the organization and the donor.

Creating and Processing InvoicesManaging a company’s accounts payable and receivableBank reconciliationManage balance sheets and profit/loss statementsMust have excellent command over MS. ExcelProficient in Advance Excel, Formula's, Pivot Table, Generating Reports.