Full job description

We are looking for a Secretary cum Procurement Officer who will be responsible for providing administrative and secretarial support while managing purchasing and procurement activities. The role involves coordinating with suppliers, obtaining quotations, preparing purchase orders, maintaining records, and ensuring timely procurement of goods and services.

Qualifications:

• Female applicant preferred/required.
• Bachelor’s degree or diploma in Business Administration, Procurement, Supply Chain Management, or a related field.
• Minimum 3-5 years of experience in secretarial and procurement-related work.
• Good knowledge of purchasing, supplier coordination, quotations, purchase orders, and inventory management.
• Proficient in MS Office, especially Word and Excel.
• Good communication and negotiation skills.
• Strong organizational and time-management skills.
• Ability to maintain accurate records and handle confidential information.
• Good English communication skills, both written and verbal.
• Ability to work independently and coordinate effectively with suppliers and internal departments.

Key Responsibilities:

Secretarial & Administrative Duties:

• Manage daily administrative and secretarial activities.
• Prepare letters, emails, reports, minutes, and other documents.
• Maintain filing systems, records, and confidential documents.
• Schedule meetings, appointments, and coordinate internal/external communications.
• Receive and respond to telephone calls, emails, and correspondence.
• Assist management and other departments with administrative tasks.
• Maintain office supplies and coordinate general office requirements.

Procurement Responsibilities:

• Identify purchasing requirements and obtain necessary specifications from departments.
• Source suppliers and request quotations for materials, equipment, and services.
• Compare quotations, prices, quality, delivery schedules, and payment terms.
• Negotiate with suppliers to obtain competitive prices and favorable terms.
• Prepare purchase orders and procurement-related documents.
• Follow up with suppliers to ensure timely delivery.
• Coordinate with suppliers regarding invoices, deliveries, and discrepancies.
• Maintain an updated supplier/vendor database.
• Monitor purchase orders and maintain accurate procurement records.
• Coordinate with accounts/finance departments for invoice and payment processing.
• Assist in evaluating and developing reliable suppliers.
• Diploma or Bachelor’s degree in Business Administration, Procurement, Supply Chain Management, or a related field.
• 2–5 years of experience in secretarial, administrative, purchasing, or procurement roles.
• Good knowledge of procurement procedures and supplier management.
• Strong communication and negotiation skills.
• Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
• Excellent organizational and time-management skills.
• Ability to maintain accurate records and handle confidential information.
• Ability to work independently as well as coordinate with different departments.
• Strong attention to detail and ability to meet deadlines.