Procurement Administrator

Procurement Administrator

The Procurement Administrator provides the operational backbone for the procurement function by ensuring the accurate execution of purchasing activities, documentation management, and coordination with vendors, internal teams, and finance. This role supports cost-effective procurement, maintains data integrity, and ensures compliance with internal controls and audit requirements.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple procurement transactions simultaneously while maintaining strong communication and follow-through across stakeholders.

Key Responsibilities

Purchase Order & Documentation Management

Create, process, and track purchase orders from request through fulfillment, ensuring accuracy in quantities, pricing, and contractual terms.

Maintain complete and compliant procurement documentation, including quotes, invoices, delivery notes, and vendor correspondence.

Ensure procurement records align with internal policies, audit requirements, and financial controls.

Update procurement systems, logs, and trackers to reflect real-time order and delivery status.

Vendor Coordination & Communication

Serve as a primary point of contact for routine vendor interactions, including quotation requests, order confirmations, and delivery follow-ups.

Support vendor onboarding by collecting required documentation, verifying compliance, and maintaining accurate vendor records.

Escalate delivery delays, discrepancies, or service issues to procurement leadership with clear summaries and recommended actions.

Logistics & Delivery Support

Monitor shipment schedules, delivery timelines, and logistics updates to ensure timely receipt of goods.

Coordinate with warehouse, operations, and project teams to confirm deliveries and resolve discrepancies.

Track backorders, partial shipments, and returns, ensuring proper documentation and system updates.

Cost, Pricing & Financial Alignment

Assist in collecting and comparing vendor quotes to support cost-effective purchasing decisions.

Verify invoice accuracy against purchase orders and delivery records prior to approval routing.

Support budget tracking by maintaining updated cost logs and highlighting pricing variances or unexpected charges.

Reporting & Data Accuracy

Maintain procurement dashboards, trackers, and summary reports for management visibility.

Prepare regular reports on PO status, vendor performance, delivery timelines, and spending categories.

Ensure data accuracy across procurement systems to support planning, forecasting, and audit readiness.

Process Support & Continuous Improvement

Support the implementation and adherence to procurement policies, workflows, and compliance standards.

Identify process gaps or inefficiencies and recommend improvements to streamline operations.

Assist with internal audits, vendor evaluations, and procurement-related initiatives or projects.

Education & Experience

1–3 years of experience in procurement, supply chain, purchasing, or administrative operations.

Experience supporting vendor coordination and purchase order processing preferred.

Familiarity with commercial documentation such as quotes, invoices, and delivery notes.

Working Conditions

Office-based role supporting procurement and operational teams.

Regular interaction with vendors, finance, and internal stakeholders.

Requires sustained attention to detail, document accuracy, and deadline-driven tasks.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the role.

Salary Scale

The successful applicant will receive an attractive remuneration and benefits package.

Only shortlisted candidates will be contacted.