Procurement Administrator

Role Overview

• Provide essential administrative and operational support to ensure the smooth execution of ACF’s Request for Proposals (RFP) process
• Assist Project Leads in preparing and formatting RFP documents using approved templates
• Ensure RFPs are circulated internally for feedback and approvals before issuance
• Coordinate with the Strategic Partnerships & Communications team to apply branding and marking guidelines
• Support the setup of RFPs on the Giving Data system, including uploading documents, applicant details, and submission links
• Manage communication channels for applicant queries, ensuring responses are documented and shared transparently
• Maintain FAQ documents, addenda, and briefing session records on ACF platforms
• Schedule and coordinate briefing sessions, ensuring use of approved ACF presentation templates
• Provide logistical and administrative support to the Bid Evaluation Committee (BEC), including scheduling meetings, preparing scoring sheets, and consolidating evaluation notes
• Track conflict-of-interest declarations and maintain records for audit purposes
• Assist in compiling consolidated scoring sheets and recommendation reports
• Maintain accurate procurement records, including bid submissions, evaluation reports, contracts, in line with the 5-year retention requirement
• Ensure all procurement files are securely archived and accessible for audit
• Assist the Grants Team in preparing draft agreements, coordinating inputs from Project Leads and Monitoring & Evaluation staff
• Upload signed agreements and reports onto Giving Data and SharePoint
• Track reporting deadlines and send reminders to grantees/consultants using approved templates
• Support close-out processes by compiling final reports and drafting close-out letters for review.

Requirements

• Diploma or Bachelor’s degree in Administration, Procurement, Supply Chain, or related field
• 3 years’ experience in procurement or administrative support, preferably in a donor-funded or non-profit environment
• Knowledge of Public Finance Management Act (PFMA) and African Development Bank (AfDB) procurement processes (advantageous)
• Proficiency in digital procurement systems and solutions (e.g. SAP, Oracle)
• Strong organizational and record-keeping skills with attention to detail
• Excellent communication and coordination skills
• Ability to manage multiple tasks and deadlines in a structured, compliance-driven environment
• Excellent writing, communication, and reporting skills
• Strong problem-solving skills and ability to work independently
• High levels of professionalism, integrity, and attention to detail
• Ability to prioritise work and meet deadlines.

Tech Stack

• Oracle

Benefits

• Remote working will be considered for candidates based in Nigeria, Senegal, Kenya and South Africa
• 12 months contract duration (renewable based on mutual agreement)