Procurement and Admin Deputy Manager at Stresert Services Limited

Job Summary  & Purpose

The Head of Procurement and Administration is responsible for overseeing and managing all aspects of the procurement process and administrative functions within the organization. This role involves strategic planning, vendor management, cost control, and ensuring efficient administrative operations to support the company's goals and objectives.

Administration - Responsible for organizing the administrative services that allow for efficient operation, such as reception, travel arrangements, information and data processing, mail, materials scheduling and distribution, printing and reproduction, records management, telecommunications management, security, parking, procurement, supply and disposal.

Nature And Level Of Internal And External Contacts:

External Interaction with:

• Company Preferred Suppliers / Vendors

Extensive High Level Strategic / Operational Interaction with (Internal):

• MD/CEO
• Business unit managers
• All Employees

Responsibilities:

Procurement:

• Responsible for overseeing all aspects of procurement operations in order to obtain the best possible business results. In this capacity, the post holder will apply procurement best practices to sourcing and supply activities; establish and improve partnerships with key suppliers/vendors and ensure all procurement transactions comply with the company’s policies.
• Manage a designated group of products and vendors/suppliers to ensure a secure and sustainable supply chain is developed and maximum value is achieved for the organization.
• Manage the consumables required for production
• Manage supplier relationships, monitor supplier performance, and conduct supplier evaluations.
• Ensure compliance with procurement policies and regulations.
• Streamline procurement processes to maximize efficiency and cost-effectiveness.

Inventory Management:

• Maintain optimal inventory levels while minimizing carrying costs.
• Implement inventory control measures to prevent stock outs and excess inventory.
• Develop and maintain inventory tracking systems.

Administrative Management:

• Oversee day-to-day administrative operations, including facilities management, office supplies, and equipment.
• Manage administrative staff and ensure a smooth workflow.
• Implement and improve administrative policies and procedures.
• Ensure compliance with regulatory requirements related to administration.

Budgeting and Cost Control:

• Prepare and manage budgets for procurement and administration functions.
• Monitor and control expenditures to meet budgetary goals.
• Identify cost-saving opportunities and implement cost-effective measures.

Compliance and Risk Management:

• Ensure compliance with relevant laws and regulations in procurement and administration.
• Identify and mitigate risks related to procurement and administrative processes.
• Maintain records and documentation for audits and compliance purposes.

Facilities Management

• Support the office function effectively on a day-to-day basis, and provide a safe, efficient and comfortable working environment for staff.
• Responsible for the management of the office premises including co-ordinating building maintenance and operational activities
• Provide general administrative and support services including catering, security, mail management, cleaning, health and safety and environmental regulations.
• Repairs and maintenance of all machines/hardware.

 Fleet Management

• Maintaining vehicle history records (e.g., Mileage logs, Vehicle Condition reports, and receipts).
• Up-to-date records on operational costs, vehicle performance evaluations, and replacement of vehicles.
• Maintaining an inventory of all fleet vehicles.
• Monitoring all vehicle particulars and documentation (including insurance policies) to ensure completeness, correctness and validity.
• Ensure that drivers comply with schedules for maintenance on fleet vehicles. Fleet vehicles must be serviced and maintained according to factory recommendations.
• Fleet manager checks and signs off drivers’ logbook daily.
• Screening all requests for additional or replacement vehicles prior to the procurement process.
• Procuring and disposal of fleet vehicles.

Person Specifications; 

• Bachelor's degree in Business Administration, Supply Chain Management, or a related field (master’s degree preferred).

Experience

• 5-10 years

Key Skills and Competencies

• Administrative Management Skills
• Procurement Skills
• Project Management Skills
• Understanding the Business
• Sustaining operational excellence
• Demonstrating Judgment in Decision Making
• Building and Mobilizing organizational talent
• Facilitating Change
• Planning and organizing
• Focusing on Clients
• Consulting / Business Partnering
• Baselines Leadership Competencies
• Leveraging and Respecting others
• Differentiation through innovation
• Instilling Confidence and Trust
• Acting with Integrity