Summary: Location Head office, Harare, with travel to regional offices

Job Details

  • Company: Vacancy Mail Zimbabwe
  • Location: Kenya

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

Send a cover letter of no more than 2 pages, a detailed curriculum vitae and the contact details

contactable referees to recruitmentnew2026@gmail.com 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

How to Apply

Apply by email: recruitmentnew2026@gmail.com

Application link: Apply for this job