We are seeking an organized, proactive, and adaptable Administration, Procurement & HR Assistant to provide maternity leave coverage for our team. This position is essential for ensuring smooth administrative, procurement, and HR operations, supporting our organization’s day-to-day functions. The ideal candidate will be a dynamic multitasker with a strong understanding of office coordination, procurement practices, and human resources management.
Key Responsibilities:
Administrative Support:
- Manage front office functions, including handling incoming and outgoing correspondence and parcel dispatch.
- Schedule meetings, prepare agendas, record meeting minutes, and distribute them to the team.
- Retrieve, summarize, and organize information from various sources, including emails and internal documents.
- Maintain office supplies and ensure office equipment is in working order.
- Assist the logistics team with procurement documentation and asset tagging.
- Support inventory control efforts and document stock taking processes.
- Coordinate team travel arrangements, appointments, and meeting schedules.
Procurement Support:
- Work with staff to assess the organization’s product and service needs.
- Oversee daily procurement activities to ensure timely responses to hotel unit needs.
- Manage the sourcing of various supplies, including food, beverages, consumables, and service contracts.
- Handle tendering processes, contract negotiations, and supplier management.
- Identify and implement cost-saving measures to improve operational efficiency.
- Prepare procurement reports and track savings from suppliers and categories.
- Develop and maintain positive relationships with existing suppliers, while identifying potential new ones.
- Ensure compliance with procurement policies and continuously look for ways to streamline processes.
HR Support:
- Assist in recruitment tasks, including job posting, interview coordination, and maintaining candidate records.
- Support the on-boarding and orientation of new employees to ensure they have the tools and resources they need.
- Maintain accurate and up-to-date employee records, including managing contracts, leave, and benefits.
- Assist with employee engagement initiatives and HR activities to foster a positive workplace culture.
Required Qualifications & Skills:
- A Bachelor’s degree in Business Administration, Logistics, Management, or a related field.
- At least 5 years of experience in procurement, with a strong background in sourcing, negotiation, and purchasing.
- Proven ability to design, implement, and improve procurement processes, ensuring deadlines are met.
- Strong organizational skills, with the ability to manage multiple tasks effectively in a fast-paced environment.
- Excellent communication, negotiation, and interpersonal skills.
- Proficient in English, with strong written and verbal communication abilities.
- Detail-oriented with the ability to handle sensitive information with confidentiality and accuracy.
- Energetic, self-motivated, and capable of working independently while also being a collaborative team player.
- Ability to prioritize tasks and solve problems quickly and efficiently.
If you are a proactive individual with a passion for procurement, administration, and human resources, we invite you to apply for this dynamic role. This position is a maternity cover, offering a great opportunity to contribute to a growing organization.
Apply Now:
Visit www.activityinfo.org to submit your application.
