Procurement & Administration Officer

About the role

The Procurement & Administration Officer will lead transparent and compliant procurement processes for Water For People’s Tanzania program while providing essential administrative and logistical support to the Dodoma office. Working closely with the Finance and Administration Manager, program teams, vendors and consultants, the officer ensures value for money, timely service delivery and effective office operations.

Key responsibilities

• Maintain integrity, transparency and documentation of all procurement activities in line with Water For People policies, donor requirements and Tanzanian law.
• Coordinate annual and project‑specific procurement planning, monitor progress and support cost‑effective acquisition of goods, services, consultants and small works.
• Advise staff and vendors on procedures, required documentation, delivery status and payment processes.
• Prepare solicitation documents, requests for quotations/proposals, bidding materials and procurement memos.
• Manage the full procurement cycle from requisition through evaluation, negotiation, award, delivery and close‑out.
• Serve as secretary to the Procurement Committee – convene meetings, record minutes, prepare evaluation reports and document recommendations.
• Conduct vendor due‑diligence, including sanctions and anti‑terrorism screening.
• Administer purchase orders and contracts, monitor deliverables, expiry dates and renewals.
• Verify invoices, delivery notes and supporting documents; coordinate payment requests with Finance.
• Reconcile ordered, delivered and invoiced items and resolve discrepancies promptly.
• Maintain market knowledge through price analysis, supplier engagement and site visits.

Required profile

• Proven experience in procurement and administration within an NGO or development context.
• Familiarity with donor compliance, financial regulations and Tanzanian procurement legislation.
• Strong organizational and record‑keeping skills.

Required skills