Procurement & Admin Specialist Job Lattice

Procurement Jobs.  Lattice Jobs

Procurement Roles (55%)

• Develop and implement annual procurement plans aligned with program and operational needs.
• Coordinate and facilitate procurement activities for all Lattice programs.
• Conduct supplier evaluations, analyze quotations, and ensure value-for-money sourcing decisions.
• Draft technical specifications and performance benchmarks for procurement processes.
• Coordinate and document procurement activities including RFPs, RFQs, bids, and contracts.
• Manage the supplier pre-qualification process. Source and onboard new vendors to maintain a competitive supplier ecosystem.
• Establish and maintain master agreements where possible for repetitive goods and services for all Lattice programs.
• Participate in formulation, reviewing of Lattice procurement policies, tools and procedures and ensure compliance and frequent training to staffs.
• Oversee the gathering of vendor quotations/bids/proposals as per Lattice procurement standards and maintain an updated database of market prices of commonly procurement goods and services.
• Provide leadership in the negotiations with vendors and ensure competitive solicitation and award process in every procurement.
• Support program team in development, implementation, regular tracking and updating of program procurement plan.
• Facilitate continuous analysis of the local purchasing environment and strategic sourcing.
• Ensure organizational and donor compliance in all procurement-related transactions.
• Troubleshoot procurement issues and liaise with vendors to resolve service delays or product issues.
• Advise internal teams on procurement risks and recommend appropriate mitigations.
• Maintain procurement files, supplier databases, and purchasing records for audit readiness.

Administration Roles (45%)

• Manage daily office operations and ensure high productivity and service levels.
• Coordinate all travel logistics including booking flights, accommodations, and ground transport through approved vendors.
• Administer fleet operations: schedule regular maintenance, manage insurance, and rental services.
• Maintain secure and confidential document storage and file management systems maintaining records related to asset tagging, registration, inventory checks, and disposal processes.
• Oversee the allocation and distribution of office equipment and tools.
• Plan and facilitate external meetings, workshops, and event logistics.
• Prepare and track budgetary and administrative expense reports.
• Ensure compliance with Quality Management and Occupational Health & Safety standards.
• Assist in the execution of special internal projects as assigned.
• Coordinate with the Finance Department to ensure that payments to vendors are processed in a timely manner.
• Prepare/consolidate the required documentation of administration and procurement transactions and ensure compliance with Lattice standards.
• Provide oversight into the financial reception services and the office administration contractor services.
• Organize the available office space and manage billing of the meeting rooms Ensure smooth running of shared facilities.
• Coordinate regular stock take exercises and ensure optimal inventory of stationery items.
• Review and approve petty cash requests.

Required Qualifications

• Bachelor’s degree in Procurement, Business Administration, Supply Chain Management, or a related field.
• At least 7 years’ experience working in a busy Operations office, experience in procurement, logistics, and administrative support roles.
• Professional qualification and certification in Procurement and Supply Chain Management from a reputable Institution is an added advantage.
• Demonstrated hands on application of procurement processes and procedures with varied donors (e.g., USAID, EU, or UN agencies)
• Demonstrated attention to detail, ability to multi-task, follow procedures, meet tight deadlines and work independently and cooperatively with other team members.
• Strong analytical, problem-solving, and critical thinking abilities.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and with ERP or procurement software systems
• Excellent communication, analytical, and negotiation skills
• Ability to prioritize and manage multiple responsibilities effectively.
• Ability to work collaboratively in a team environment and manage multiple priorities.

How to Apply

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