Administrative Specialist - Purchasing

Overview

This role involves coordinating administrative functions and ensuring timely procurement of office, operational, welfare, and general supplies to support the effective operation of Twyford International Uganda.

Primary Duties

• Review and process approved requests for administrative and office materials.
• Source, purchase, and ensure quality of supplies such as stationery, cleaning products, staff welfare items, uniforms, and personal protective equipment (PPE).
• Obtain and evaluate quotations, comparing prices from various suppliers to obtain cost-effective options.
• Maintain strong supplier relationships, negotiate pricing, monitor performance, and resolve delivery or invoice issues.
• Keep updated records of suppliers and service providers.
• Manage inventory by tracking stock levels, conducting regular audits, reporting discrepancies, and ensuring appropriate storage and issuance of supplies.
• Support overall administrative operations by coordinating facility maintenance, addressing departmental administrative needs, and ensuring smooth office functioning.
• Maintain detailed records including purchase requests, purchase orders, delivery notes, and invoices, ensuring proper approval and compliance with company procedures.
• Prepare periodic reports on purchases and expenditures and submit necessary documentation to Finance for payment processing.
• Monitor administrative expenses, enforce cost controls, and maintain accountability for all purchased items.

Qualifications and Experience

• Diploma or Degree in Business Administration, Purchasing and Supplies Management, Procurement, Logistics, or related discipline.
• Two to four years of relevant experience in administration, purchasing, procurement or similar role.
• Experience in manufacturing, industrial settings, or remote sites is advantageous.
• Proficiency with Microsoft Office; familiarity with ERP or purchasing systems is preferred.

Key Competencies

• Effective purchasing strategies and negotiation skills.
• Strong organizational and administrative capabilities.
• Meticulous attention to detail.
• Competent in managing supplier relationships.
• Excellent planning and coordination skills.
• Numeracy and record-keeping proficiency.
• Integrity, accountability, and the ability to work independently under deadlines.