Procurement & Admin Operations Assistant

Job title: Procurement & Admin Operations Assistant

SNV is a global development partner, deeply rooted in the countries where we operate. We are driven by a vision of a better world: a world where across every society all people live with dignity and have equitable opportunities to thrive sustainably. To make this vision a reality, we need transformations in vital agri-food, energy, and water systems. SNV contributes by strengthening capacities and catalyzing partnerships in these sectors. We help strengthen institutions and effective governance, reduce gender inequalities and barriers to social inclusion, and enable adaptation and mitigation to the climate and biodiversity crises. Building on 60 years of experience, we support our partners with our technical and process expertise and methodological rigor. We do this in more than 20 countries in Africa and Asia with a team of approximately 1,600 colleagues. By being adaptable and tailoring our approaches to these different contexts, we can contribute to impact at scale, resulting in more equitable lives for all.

Our core values of people-centeredness and respect, equity and equality, and diversity and inclusion are fundamental to who we are and what we do. This is reflected in our vision, mission, and strategy, which set out our aspirations and commitments as our compass towards 2030.

For more information on our operations in Ethiopia and SNV, generally visit our website: www.snv.org

Summary of the Position

The Procurement and Administration Ops Assistant is part of the Operations team and provides day-to-day procurement and administrative support to ensure the timely, compliant and efficient delivery of goods, services and office support. The position supports procurement processes from receipt of purchase requirements through quotation, documentation, follow-up and delivery tracking. The role also support coordination of facilities, utilities, accommodation, travel-related payments, office supplies and other administrative services. The Assistant maintains accurate procurement and administrative records and works closely with the Procurement and Admin Coordinator, Finance, programme teams, suppliers and service providers in accordance with SNV policies, procedures, segregation of duties and delegated authority.

Job Description

Procurement Support

• Support requests for quotations and organise supplier quotations and related documentation in accordance with applicable procurement procedures.
• Assist hotel and other procurement process assessment.
• Maintain procurement trackers and follow purchase requests from initiation through approval, ordering, delivery and completion.
• Follow up with suppliers, internal requestors and Procurement colleagues on routine documentation, quotations, purchase orders and delivery information.
• Support verification that delivered goods or services correspond with approved orders and available supporting documents and promptly flag discrepancies.
• Maintain complete, orderly and audit-ready procurement files, including requests, quotations, evaluations, approvals, purchase orders, delivery records and related correspondence.
• Support supplier and procurement information updates, routine reporting, pending-action monitoring and follow-up on outstanding commitments.

Facilities, Utilities and Office Administration

• Support coordination of day-to-day administrative management of SNV office facilities and other properties under SNV management.
• Monitor the availability and functionality of electricity, water, internet, telephone, cleaning and other essential office services.
• Maintain schedules for recurring utility bills, service charges, rental payments and other facility-related obligations.
• Compile and submit invoices and supporting documents for payment processing within established deadlines and follow up on outstanding items.
• Coordinate routine maintenance, repairs, cleaning and service requests with relevant staff, landlords and service providers.
• Maintain facility-related contracts, service agreements, maintenance requests, invoices and payment-status records.
• Report service interruptions, maintenance needs, safety concerns and matters requiring management attention.
• Support efficient and responsible use of office facilities, utilities and administrative resources.

Travel, Hotel and Accommodation Administration

• Coordinate hotel reservations and routine accommodation arrangements for authorised staff, visitors and consultants based on approved requests.
• Support identification and comparison of suitable hotels based on approved requirements, location, price, availability, service quality and applicable procurement procedures.
• Confirm guest details, dates, room requirements, rates, cancellation conditions and payment arrangements, and communicate confirmed information to travellers and requesting teams.
• Prepare and maintain consolidated schedules of hotel and flight bookings, invoices, payments, outstanding balances and payment status.
• Collect and check approved requests, book confirmations, invoices and supporting documents required for payment processing.
• Coordinate with Finance, programme teams, hotels and travel agencies to facilitate timely processing and settlement of approved payments.
• Reconcile booking records against invoices and payment information; flag discrepancies, duplicate charges, cancellations, refunds or other irregularities.
• Follow up on booking changes, cancellations, extensions, refunds and unresolved administrative matters.
• Maintain systematic travel and accommodation records for verification, reporting and audit purposes.

Administrative Support and Support Staff Coordination

• Provide routine administrative assistance to the Operations team and authorized internal stakeholders.
• Coordinate day-to-day work of assigned cleaners, messengers, reception support and other support personnel in collaboration with the responsible supervisor.
• Communicate daily tasks, service requirements, schedules and priorities, and monitor completion of assigned duties.
• Coordinate support staff arrangements for office meetings, visitors, events, cleaning and other authorized administrative requirements.
• Maintain basic attendance, duty schedules and task records, and report service gaps, attendance concerns or operational issues to the line manager.
• Report requirements for supplies, equipment and tools required by support staff.

Records, Supplies and Operational Reporting

• Receive, organise, distribute and file procurement and administrative correspondence and supporting documents.
• Maintain organised electronic and hard-copy records for procurement, facilities, utilities, travel, accommodation, payments, office supplies and support-staff coordination.
• Monitor office consumables and replenishment needs, raise requests in a timely manner and maintain basic stock and replenishment records.
• Prepare routine schedules, checklists, correspondence, trackers and summaries for operational follow-up and management reporting.
• Support verification and audit requests by retrieving accurate and complete records.
• Handle information confidentially and in accordance with document-management, data-protection and record-retention requirements.
• Perform other relevant duties assigned by the line manager that are consistent with the purpose and level of the position.

Qualifications

• Basic Qualifications and Experience:

• BA degree in procurement, supply chain, business administration, management, logistics or a related field.

• Minimum of one to two years of relevant work experience in procurement, administration, operations, or other related support functions.

• Practical experience in procurement documentation, supplier follow-up, office administration, record keeping and invoice or payment tracking is an advantage.

• Additional skills required:

• Ability to use standard office applications and maintain accurate electronic trackers and records.

• Good written and verbal communication skills, with the ability to work constructively with colleagues, suppliers and service providers.

• Ability to organise competing routine priorities, meet deadlines and handle confidential information responsibly.

• Competencies:

• Initiative

• Problem analysis

• Accuracy

• Planning and organising

• Integrity and compliance

• Service orientation

• Adaptability and flexibility

• Collaboration

• Additional Information

• Contract Type: National, Full-time

• Expected start date: January 2027

• Duty Station: Addis Ababa

• Contract Duration: The contract is for one year, with the possibility of extension based on performance and budget availability.