Job Description
Job Description
PROCUREMENT AND ADMINISTRATION OFFICER
Harare, Zimbabwe
Location Head office, Harare, with travel to regional offices
Reports to Finance and Administration Director
Supervises Drivers and security personnel, office orderly / messenger
Closing date 28 August 2026
The employer
An established non-governmental organisation working in the governance, justice and rule of law sector, with a head office in Harare and offices in other parts of the country. The organisation operates under strict compliance, audit and reporting obligations.
The opportunity
We are looking for a Procurement and Administration Officer to take charge of procurement, assets, fleet, facilities and office administration. This is a hands-on role at the centre of how the organisation runs. You will make sure that every purchase stands up to donor scrutiny and audit, that vehicles and offices are ready when programme teams need to deploy at short notice, and that resources deliver real value for money.
The position sits in the Finance and Administration Directorate and reports to the Finance and Administration Director.
Duties and Responsibilities
What you will do
• Prepare and implement the annual procurement plan, and run competitive procurement of goods, services and works in line with organisational policy, donor thresholds and applicable law.
• Prepare bidding documents, requests for quotations and evaluation reports, and support the procurement committee through to contract award.
• Maintain the approved supplier database, monitor supplier performance, and manage contracts, service level agreements and renewals.
• Maintain the fixed asset register, coordinate annual asset verification, and manage the issuance, transfer, insurance and disposal of assets.
• Coordinate fleet operations, including vehicle allocation, servicing, fuel and mileage monitoring, licensing and insurance, and supervise drivers and security personnel.
• Manage office accommodation, utilities, supplies, cleaning, security and messenger services, and keep
the workplace safe and functional.
• Safeguard organisational resources through sound internal controls, support internal and external audits, and track the implementation of audit recommendations.
• Coordinate logistics for board meetings, management meetings, workshops, travel and organisational events.
• Prepare procurement, fleet and administration budgets and monthly reports for the Finance and
Administration Director
Qualifications and Experience
What you bring
Qualifications
• A degree in Procurement and Supply Chain Management, Purchasing and Supply, Logistics, Business
Administration, Public Administration or a related field.
• A professional qualification such as CIPS or CILT is highly desirable.
• Training in fleet, contract, facilities or project management is an added advantage.
Experience
• At least 5 years in procurement, supply chain or administration, including experience in a donor
funded, NGO or public sector environment.
• A track record in contract administration, supplier management and procurement planning.
• Experience managing organisational assets, fleet operations and office administration, and supervising
support staff.
Attributes
• Unquestionable integrity and high ethical standards, with a firm grasp of internal controls and
separation of duties.
• Strong negotiation, planning and organisational skills, and the judgement to balance urgency against
compliance.
• Clear report writing, sound budgeting and cost control, and confidence with procurement and
inventory systems.
• A collaborative leader who brings out good performance in a small support team.
Working conditions
The role involves regular travel to suppliers, service providers and regional offices, exposure to vehicle and
maintenance environments, and occasional work outside normal hours to support events and urgent
operational needs. The successful candidate will be responsible for safeguarding organisational assets and
procurement records.
How to Apply
How to apply
Send a cover letter of no more than 2 pages, a detailed curriculum vitae and the contact details
contactable referees to [email protected] with “Procurement and Administration Officer” in
the subject line, by 27 August 2026.
Applications are reviewed on receipt, and only shortlisted candidates will be contacted.
Applications are welcome from all qualified candidates, and women and persons with disabilities are encouraged to apply.
Appointment is subject to reference and background checks and to the organisation’s safeguarding policy. No fee is charged at any
stage of recruitment