Contracts / Procurement Administrator (UN & NGO Industry)

Contracts / Procurement Administrator (UN & NGO Industry)

MMT Alliance – Global Procurement, Supply & Logistics Partner

📍 Remote → Nairobi, Kenya (Onsite)

Drive Structure, Compliance & Control

MMT Alliance is building a high-performance procurement operation delivering UN, NGO, and Government contracts globally.

Backed by MMT Care (Australia), we are scaling rapidly with one objective:

Execute procurement with precision, compliance, and control.

🎯 Role Overview

As Contracts / Procurement Administrator, you will manage the administrative and documentation backbone of procurement and tender operations. You will ensure all contracts, records, and processes are accurate, compliant, and audit-ready.

🧩 Key Responsibilities

• Prepare, review, and manage procurement contracts and documentation

• Ensure compliance with UN, NGO, and government procurement requirements

• Maintain accurate records of tenders, contracts, suppliers, and transactions

• Support tender submissions with required administrative documentation

• Track contract terms, deliverables, and key deadlines

• Coordinate with sourcing, pricing, logistics, and bid teams

• Manage document control systems (contracts, compliance, submissions)

• Ensure all documentation is complete, organised, and audit-ready

⚡ Performance Expectations

• Maintain 100% accuracy and compliance across all documentation

• Ensure all contracts and records are up-to-date and properly managed

• Support smooth execution of procurement and tender processes

🧠 Requirements

• Experience in procurement administration, contracts, or document control

• Strong attention to detail and organisational skills

• Understanding of procurement processes and compliance requirements

• Ability to manage multiple documents and deadlines

• Experience with UN, NGO, or government contracts (advantage)

💰 Compensation & Growth

• Competitive salary + performance incentives

• Growth into Procurement, Contracts, or Compliance leadership roles

This role is critical — strong control and documentation ensure contracts are secured and delivered.

Key Responsibilities – Contracts / Procurement Administrator🔹 Contract Preparation & Management

• Prepare, review, and manage procurement contracts, agreements, and supporting documentation

• Ensure all contracts are accurate, complete, and aligned with tender requirements

• Track key contract terms, obligations, deliverables, and timelines

• Support contract lifecycle management from award through to completion

🔹 Tender & Procurement Administration

• Provide administrative support across the full tender process (preparation, submission, and post-award)

• Compile and organise required documentation for tender submissions

• Ensure all administrative requirements are completed accurately and on time

• Maintain consistency across all procurement and tender documentation

🔹 Compliance & Documentation Control

• Ensure full compliance with UN, NGO, and government procurement standards and requirements

• Maintain strict document control systems for:

• Contracts
  
  
• Tender submissions
  
  
• Supplier documentation
  
  

• Compliance records
  

  • Ensure all documentation is audit-ready, properly filed, and easily accessible
  
  

🔹 Record Keeping & Data Management

• Maintain accurate records of contracts, suppliers, procurement activities, and transactions

• Update and manage databases, trackers, and document repositories

• Track key milestones, deadlines, and contract performance metrics

• Ensure data accuracy and integrity across all systems

🔹 Cross-Functional Coordination

• Work closely with:

• Sourcing & Supplier Manager
  
  
• Pricing / Costing Analyst
  
  
• Tender / Bid Specialists
  
  

• Logistics & Delivery teams
  

  
  • Support coordination between teams to ensure smooth procurement and contract execution
  

  • Ensure alignment between documentation, sourcing, pricing, and delivery requirements
  
  

🔹 Supplier & Contract Support

• Assist with onboarding and documentation of suppliers

• Ensure supplier records, agreements, and compliance documents are complete and up to date

• Support communication and documentation exchange with suppliers and partners

🔹 Audit & Risk Support

• Prepare documentation for internal and external audits

• Identify gaps or inconsistencies in documentation and address them proactively

• Ensure adherence to internal policies and external regulatory requirements

• Support risk mitigation through strong documentation and control processes

🔹 Process Improvement & Standardisation

• Improve procurement administration processes, templates, and workflows

• Standardise documentation formats and filing systems

• Contribute to building scalable systems for high-volume tender operations

🔹 Reporting & Tracking

• Track contract status, procurement progress, and documentation completeness

• Provide reports on key activities, deadlines, and compliance status

• Support leadership with accurate and timely information for decision-making