Human Resources (HR) and Procurement Assistant

Key Responsibilities

• Maintain accurate and confidential personnel files, employee databases, contracts, attendance, leave, performance, and other HR records.
• Prepare routine HR correspondence, employment-related documents, staff lists, reports, and administrative records.
• Monitor employment contracts, attendance, leave balances, timesheets, and performance appraisal deadlines.
• Support staff performance management, training, development, and related documentation.
• Assist departments in preparing procurement requirements and updating procurement plans and trackers.
• Prepare purchase orders, quotation comparison tables, and other procurement documentation.
• Support supplier sourcing, evaluation, due diligence, selection, and vendor performance monitoring.
• Follow up on purchase orders, deliveries, supplier performance, and correction of incomplete or non-compliant deliveries.
• Maintain complete procurement files including requisitions, quotations, approvals, purchase orders, contracts, invoices, delivery notes, goods received notes, and payment supporting documents.
• Ensure procurement records are properly maintained and readily available for internal and external audits.
• Support office administration, meetings, workshops, interviews, staff events, travel arrangements, logistics, office supplies, assets, and inventory management.
• Maintain confidentiality and report suspected fraud, collusion, conflicts of interest, misconduct, or other procurement irregularities.

Qualifications and Experience

• Bachelor's Degree or Advanced Diploma in Human Resources Management, Business Administration, Management, Procurement, Supply Chain Management, Logistics, Public Administration, or another closely related field.
• At least 2-3 years of relevant professional experience in Human Resources, Procurement, Administration, Operations, or a related field.
• Practical experience in HR administration and/or procurement processes.
• Experience maintaining personnel and procurement records.
• Knowledge of procurement procedures, supplier sourcing, purchasing, attendance, leave, employee records, and basic payroll administration.
• Experience using HRMIS, ERP, procurement, accounting, or other digital management systems is an advantage.
• Previous experience in an NGO, private company, development project, research institution, or similar professional environment is an added advantage.
• Professional training or certification in Human Resources or Procurement is an added advantage.
• Possession of at least a Category B driving licence is an added advantage.

Required Skills and Competencies

Candidates should demonstrate strong planning and organizational skills, attention to detail, integrity, confidentiality, public speaking, professional communication, fluency in English, teamwork, problem-solving, accountability, strict protocol compliance, customer-service orientation, ethical conduct, and adaptability. French is an added advantage.

Strong proficiency in office productivity tools, internet research, electronic communication, document management, reporting, numerical analysis, and digital management systems is required.