Administrative Logistics and Procurement Associate at InSupply Health

Responsibilities:

Specific responsibilities include, but are not limited to:

Administration & Logistics

• Organizing meetings, workshops, conferences, and other office events, taking minutes during meetings, and distributing them efficiently to concerned members.
• Organizing travel arrangements for both local and international staff, including flight bookings, hotel Bookings, and ground transportation, coordinating visa applications, and draft invitation letters.
• Review and update the activity calendar and present during weekly meetings.
• Perform checks on project vehicles and mileage tracking. Keep track of when the vehicle is due for service, insurance renewal, and any other form of maintenance.
• Responsible for monitoring transportation patterns, goods and employees, with a key focus on timeliness, efficiency, security, and legality.
• Responsible for project assets and inventory management; keeps records of all issued and returned assets.
• Conduct regular checks on office-based assets, update the asset tracker, have new assets insured in a timely manner, and quarterly share a report on the status of the company assets indicating the current value of each asset.

Procurement

• Coordinate procurement processes ensuring they are in line with different donor guidelines and inSupply Health SOPs.
• Request for quotations where applicable, prepare bid analysis and share for review and approval.
• Assist in compiling vendors’ documentation for payments (Invoices, delivery notes, bid analysis, approvals, policies, and other supporting documents)
• Manage inventory and account for usage and regular supplies of stationery, fuel, motor vehicles, etc.; and coordinate drivers’ activities.
• Following and enforcing the company’s procurement policies and procedures.
• Maintaining good supplier relations and negotiating contracts.
• Receives and reviews delivery documents following receipt of deliveries

Other

• Any other duties assigned.

Essential skills and Qualifications:

Given that inSupply Health is a young, start-up organization, our ideal candidate should have an entrepreneurial mindset, passionate, energetic, flexible, curious, self-driven, and team-oriented.

• Bachelor’s degree in Procurement, Logistics, Administration or a related field is required.
• At least 1-2 years of work experience working in procurement, logistics, supply chain, and administration.
• In-depth knowledge of procurement and logistics best practices
• Good oral and written communication, presentation, organizational skills, and negotiation skills.
• Extremely strong attention to detail, ability to take initiative, be self-managing and work with minimal supervision.
• Ability to work as part of an internationally diverse team.
• Ability to work comfortably in the Google Suite and MS Office package, specifically Google Docs/MSWord, Sheets/Excel, Access, Visio, and Slides/PowerPoint.
• Good interpersonal skills; ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.
• Calm, soft-spoken and has the ability to handle confidential matters.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• The ideal candidate must be meticulous in how s/he conducts their duties.