Administration Specialist – Purchasing job at Twyford

Job Purpose

To coordinate administrative operations and manage the timely purchase and provision of office, welfare, operational and other general items required for the smooth running of Twyford International Uganda.

Key Responsibilities

1. Administrative Purchasing

• Receive and review approved requests for office, administrative and operational items.
• Source and purchase office supplies, stationery, cleaning materials, staff welfare items, uniforms, PPE and other approved administrative requirements.
• Obtain quotations and compare prices from suppliers where required.
• Ensure purchased items meet the required specifications and quality standards.
• Follow up on orders to ensure timely delivery of goods and services.

2. Supplier Coordination

• Identify and maintain relationships with reliable local suppliers.
• Obtain quotations and negotiate prices where appropriate.
• Monitor supplier performance in terms of quality, price and delivery.
• Maintain an updated database of suppliers and service providers.
• Coordinate with suppliers to resolve issues relating to deliveries, quality and invoices.

3. Inventory and Stock Management

• Maintain proper records of purchased administrative and operational items.
• Monitor stock levels of stationery, cleaning supplies, staff welfare items and other commonly used items.
• Conduct regular stock checks and report shortages or discrepancies.
• Ensure proper storage and issuance of administrative supplies.
• Maintain minimum and maximum stock levels for frequently used items.

4. Administrative Operations

• Support the smooth day-to-day running of the administration function.
• Coordinate the provision of office supplies and other administrative requirements.
• Support the management of office facilities and general administrative services.
• Coordinate with relevant departments to understand and meet their administrative needs.
• Assist in coordinating maintenance and repair of office and administrative facilities.

5. Documentation and Reporting

• Maintain accurate records of purchase requests, quotations, purchase orders, delivery notes and invoices.
• Ensure all purchases are properly authorized and documented.
• Prepare regular reports on administrative purchases and expenditure.
• Track pending requests and deliveries.
• Submit relevant documentation to Finance for processing and payment.

6. Cost Control and Compliance

• Ensure purchases are made in accordance with approved company procedures and budgets.
• Seek cost-effective purchasing options without compromising quality.
• Monitor administrative expenditure and report unusual or unexpected costs.
• Ensure proper accountability for purchased items.

Qualifications and Experience

• Diploma or Degree in Business Administration, Purchasing and Supplies Management, Procurement, Logistics or a related field.
• 2–4 years of experience in administration, purchasing, procurement or a related role.
• Experience in a manufacturing, industrial or remote-site environment is an added advantage.
• Proficiency in Microsoft Office and experience using ERP or purchasing systems is an advantage.

Key Competencies

• Strong purchasing and negotiation skills.
• Good organizational and administrative skills.
• Strong attention to detail.
• Good supplier and relationship management skills.
• Good planning and coordination skills.
• Strong numerical and record-keeping skills.
• Integrity and accountability.
• Ability to work independently and meet deadlines.

• Receive and review approved requests for office, administrative and operational items.
• Source and purchase office supplies, stationery, cleaning materials, staff welfare items, uniforms, PPE and other approved administrative requirements.
• Obtain quotations and compare prices from suppliers where required.
• Ensure purchased items meet the required specifications and quality standards.
• Follow up on orders to ensure timely delivery of goods and services.
• Identify and maintain relationships with reliable local suppliers.
• Obtain quotations and negotiate prices where appropriate.
• Monitor supplier performance in terms of quality, price and delivery.
• Maintain an updated database of suppliers and service providers.
• Coordinate with suppliers to resolve issues relating to deliveries, quality and invoices.
• Maintain proper records of purchased administrative and operational items.
• Monitor stock levels of stationery, cleaning supplies, staff welfare items and other commonly used items.
• Conduct regular stock checks and report shortages or discrepancies.
• Ensure proper storage and issuance of administrative supplies.
• Maintain minimum and maximum stock levels for frequently used items.
• Support the smooth day-to-day running of the administration function.
• Coordinate the provision of office supplies and other administrative requirements.
• Support the management of office facilities and general administrative services.
• Coordinate with relevant departments to understand and meet their administrative needs.
• Assist in coordinating maintenance and repair of office and administrative facilities.
• Maintain accurate records of purchase requests, quotations, purchase orders, delivery notes and invoices.
• Ensure all purchases are properly authorized and documented.
• Prepare regular reports on administrative purchases and expenditure.
• Track pending requests and deliveries.
• Submit relevant documentation to Finance for processing and payment.
• Ensure purchases are made in accordance with approved company procedures and budgets.
• Seek cost-effective purchasing options without compromising quality.
• Monitor administrative expenditure and report unusual or unexpected costs.
• Ensure proper accountability for purchased items.

• Strong purchasing and negotiation skills.
• Good organizational and administrative skills.
• Strong attention to detail.
• Good supplier and relationship management skills.
• Good planning and coordination skills.
• Strong numerical and record-keeping skills.
• Integrity and accountability.
• Ability to work independently and meet deadlines.
• Proficiency in Microsoft Office.

• Diploma or Degree in Business Administration, Purchasing and Supplies Management, Procurement, Logistics or a related field.
• 2–4 years of experience in administration, purchasing, procurement or a related role.
• Experience in a manufacturing, industrial or remote-site environment is an added advantage.
• Proficiency in Microsoft Office and experience using ERP or purchasing systems is an advantage.