Administrative and Procurement Assistant

Position:    Administrative and Procurement Assistant 

Contract:        Short - term, 6months renewable contract                                  Location:  Antananarivo, Madagascar

The Administrative and Procurement Assistant is responsible for providing day-to-day administrative, logistical and procurement support to IITA's projects in Madagascar, ensuring the accurate tracking and record-keeping of purchase orders and procurement activities, the smooth organization of meetings, events and official travel, and effective coordination between technical teams, suppliers and the finance office, thereby contributing to the achievement of IITA's objectives in the field.

Duties:

• Welcome visitors and direct them to the appropriate services.

• Track, manage and provide updates on purchase orders as needed.
• Maintain clear and accurate records of procurement activities, ensuring they are properly stored, whether on the cloud or in paper files.
• Follow up on orders to ensure prompt delivery of goods and services.
• Assist in organizing conferences, workshops, training sessions and other related events.
• Support the supply chain in day-to-day administrative processes and functions.
• Manage logistical arrangements for meetings, workshops, official travel and accommodation (flight and hotel reservations, travel authorization requests, travel advances and expense settlement).
• Assist with immigration or travel procedures for international staff and guests.
• Redirect internal purchase requests and follow up on the processing of invoices and payments with the finance office.
• Coordinate, record and document meeting minutes and prepare monthly reports.
• Support the organization of export and import procedures.
• Perform any other duties related to the position that may be assigned by the supervisor.

QUALIFICATION

Bachelor's degree in Business Administration, Management, or a related field.

Minimum of 2 years' experience in a similar position, ideally within a structured organization.

COMPETENCIES:

The ideal candidate must:

• Accuracy in tracking documents and transactions, in order to minimize errors and ensure compliance.
• Excellent written and oral communication skills to interact effectively with colleagues, suppliers and stakeholders.
• Flexibility to adapt to changes and unforeseen demands in a dynamic environment.
• Ability to collaborate with different departments and work effectively within a diverse team.
• Client orientation and willingness to assist colleagues and visitors in a professional and friendly manner.
• Initiative to identify and resolve issues before they become critical, and to anticipate the team's needs.
• Commitment to acting ethically and respecting the confidentiality of sensitive information.
• Ability to interact with suppliers to obtain the best terms and prices.
• Ability to analyze procurement reports and draw conclusions to improve procurement processes.
• Ability to meet deadlines while maintaining a high level of quality in the work.
• Proven proficiency in MS Office software (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills, able to manage multiple tasks and work under pressure to meet deadlines, with close attention to detail.
• Positive attitude, strong team spirit and the ability to work well within a diverse team.

We offer highly competitive salaries with equally attractive benefits and excellent working conditions in a pleasant campus environment.