Summary of Duties

The primary purpose of this position is to support the team by managing the organisation's procurement processes, carrying out administrative and operational duties as required, and providing direct assistance to the Programmes and Finance Coordinators.  

NB: The organisation has a hybrid work policy, with mandated in-office days. 

Scope of Work

The Procurement and Administrative Officer is required, but not limited to:

• Support the development and implementation of procurement policies in keeping with generally accepted accounting practices and aid in facilitating the implementation of these policies across the organisation.

• Carrying out procurement activities in line with the organisation’s and donors’ guidelines, ensuring documentation in line with the established protocols. 

• Source appropriate equipment and supplies for the organisation at competitive prices.  

• Carry out secretarial and administrative duties for the organisation. 

• Assist with planning and scheduling meetings and appointments, both internally and externally.

• Maintain and organise records and files, both electronic and hard copy.

• Maintain the accurate keeping of files for all projects and major activities.

• Maintain and update the database of all invoices and verify payments when they are made.

• Monitor the organisation’s main phone line, accepting and returning calls, and responding to WhatsApp messages, as required. 

• Support mobilisation efforts for activities and events through the dissemination of invitations to guests, follow-up calls, sharing in groups, JYAN’s main WhatsApp line, etc.

• Support the management of JYAN’s social media platforms by responding to messages and doing posts/reposts, as necessary.  

• Prepare regular reports on administrative, procurement and operational activities, including progress, challenges and recommendations.  

• Document best practices and lessons learned to inform future procurement efforts.  

• Document best practices and lessons learned in the management of the Youth Advocates Network.  

• Support the preparation of reports [external and internal] and other related project documents, as required. 

About JYAN

JYAN is an equal-opportunity employer and does not discriminate based on race, class, gender, religion, physical ability, sexual orientation or age. However, as a youth-focused organisation, we prioritise giving young people an opportunity to add value to their country. JYAN extends a special invitation for young people to apply for this role; however, we reserve the right to select the most well-suited candidate for the position.