Procurement, Fleet and Facilities Officer - East Africa

Areas Of Responsibility

• Supports recruitment, training & performance of support services & administration staff.
  
• Sets relevant objectives and performance indicators to ensure both company policy and best practice protocol are adhered to.
  
• Conducts regular reviews with the Support Services & Administration teams to ensure high colleague engagement and enablement.
  
• Undertakes SWOT analysis of direct reports and determines appropriate business strategy to achieve agreed business KPIs.
  
• Manages time efficiently with the ability to prioritise.
  
• Maintains a close watch on people, performance & process in Support Services & Administration.
  
• Gives clear direction using a range of personal skills with which to motivate people.
  
• Demonstrates genuine interest in the development of other staff members.
  
• Maintains and supports the regional properties.
  
• Supervises all related matters regarding property across the region, including contracts, filing and payment terms.
  
• Supervises the issuing/renewing of all property licences and registrations.
  
• Ensures all assets are registered and compliant with laws and company policy.
  
• Supervises and leads the process of searches for additional properties, negotiations, landlord relations, etc.
  
• Responsible for the maintenance, repairs & cleanliness of all RI properties within the region.
  
• Leads the licensing requirements of the business (non-finance).
  
• Ensures all other certifications / governmental approvals are in place to comply with local laws, including data protection, across the region.
  
• Plans and implements comprehensive security strategies.
  
• Controls the security operations budget, monitors expenses, and documents processes.
  
• Supervises and maintains relationships with local authorities & third-party contractors.
  
• Gathers security intelligence and implements preventative measures.
  
• Leads and supervises the process of vehicle purchases.
  
• Ensures the vehicle policy is followed properly.
  
• Ensures repair and maintenance costs are kept minimal.
  
• Manages the fleet database, ensuring data is updated regularly.
  
• Supervises the renewal of vehicle licences and compliance with local laws.
  
• Leads the yearly renewal of the motor insurance policy, including additions/deletions.
  
• Supervises the sale of scrap/used vehicles per company policy.
  
• Meets with Business Managers to assess asset status, needs, risks, goals and progress.
  
• Reviews capex forecast reports monthly to identify ways to reduce costs.
  
• Compiles and presents capex forecast reports to the Finance Director and Managing Director.
  
• Contributes to team efforts by accomplishing related tasks as needed.
  
• Prepares the capex Forecast Plan for the new financial year with Business Managers.
  
• Supervises the purchasing process, ensuring compliance with company policy and procedures.
  
• Ensures all vendors are properly registered and subjected to proper due diligence processes.
  
• Reviews supplier rates/payment terms annually to ensure the company secures the best market rates.
  
• Keeps costs minimal by controlling stationery, phone lines, fuel, M&Cs, travel, and property costs, etc.
  
• Plans and oversees projects & change within the organisation, from initial ideation through to completion.
  
• Coordinates people and processes to deliver projects on time, within budget, and aligned with desired outcomes.
  
• Leads other administrative and operational duties as required by the senior management team.
  

Requirements

Essential:

• Bachelor's Degree in Business Administration (BBA) or closely related discipline.
  
• 5+ years in a fast-paced administrative/operations role, with at least 2+ years in a supervisory or management capacity.
  
• Strong financial acumen (Capex forecasting, expense monitoring, aging reports)
  
• Advanced project and time management under high-pressure conditions
  
• Exceptional leadership, strategic planning, and cross-functional team building
  

Desirable

• Proactive Communicator: Strong belief in overcommunicating to align teams.
  
• Analytical Problem-Solver: Quick to resolve operational and financial bottlenecks.
  
• Detail-Oriented & Adaptable: High accuracy rate with the agility to thrive in fast-changing environments.