Job Description

Job Purpose:

To lead and oversee all activities related to administrative affairs, procurement, contracts, and archiving, ensuring operational efficiency, compliance with government laws and policies, enhancement of service quality, and support of innovation and institutional development to achieve the organization's strategic objectives.

Key Responsibilities:

Functional Responsibilities:

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  Oversee the development of departmental strategic objectives, initiatives, programs, and KPIs aligned with organizational strategy.
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  Develop and approve internal policies and procedures and monitor their implementation.
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  Lead procurement and contract management operations in compliance with applicable laws and regulations.
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  Oversee annual procurement planning and ensure alignment with approved budgets.
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  Manage relationships with suppliers, contractors, and service providers, including performance evaluation and contract compliance.
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  Supervise tendering, direct purchasing, contract awarding, and execution processes.
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  Approve supplier lists and contracts ensuring clarity of technical specifications.
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  Oversee procurement data management, analysis, and reporting.
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  Supervise archiving, documentation, and records management systems and policies.
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  Develop awareness programs related to procurement, contracts, and archiving policies.
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  Oversee contract preparation in coordination with legal advisors.
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  Participate in committees and represent the organization in relevant meetings and events.
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  Monitor progress reports, identify risks, and implement mitigation plans.
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  Ensure strict compliance with policies, procedures, and quality standards.
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  Provide advisory support to internal departments on procurement and administrative matters.
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  Contribute to innovation and institutional excellence initiatives.
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  Ensure compliance with information security policies and confidentiality standards.
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  Ensure adherence to occupational health, safety, and environmental policies.

Operational Responsibilities:

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  Provide timely reports and recommendations to support decision-making and continuous improvement.
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  Monitor monthly and quarterly performance and implement corrective actions.
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  Track departmental KPIs and identify improvement opportunities aligned with sector strategy.

Financial Responsibilities:

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  Manage and monitor departmental budget allocation and ensure compliance with governance processes.
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  Consolidate budget inputs and prepare departmental budgets for leadership approval.

People Management:

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  Contribute to workforce planning, talent acquisition, training, and development strategies.
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  Set performance objectives for direct reports and conduct performance reviews.
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  Provide guidance and support to department managers.
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  Monitor team performance and ensure alignment with operational requirements.

Stakeholder Management:

Internal:

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  All organizational units

External:

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  Government and semi-government entities
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  Private sector partners

Qualifications & Experience:

• Bachelor's degree in business administration, Procurement, Risk Management, Contracts Management, or related field (master's preferred).
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  Minimum 10+ years of relevant experience
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  Strong knowledge of administrative services standards and practices.
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  Experience in developing and implementing strategic and operational plans.
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  Knowledge of financial and operational management.
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  Strong planning, negotiation, and partnership-building skills.
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  Problem-solving and decision-making capabilities.

Competencies:

Leadership:

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  Leading and inspiring others
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  Driving change
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  Strategic thinking ( Advanced)

Behavioural:

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  Positive influence
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  Execution excellence
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  Customer/community focus
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  Organizational awareness ( Advanced)

Technical:

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  Knowledge of procurement laws and regulations
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  Advanced negotiation and contract management skills ( Advanced)