The Administrative Assistant will support the administrative and procurement functions of the office by conducting regular market assessments, preparing Purchase Request Forms (PRFs), collecting quotations, and processing request documents in line with organizational policies. The role ensures accurate documentation, timely procurement support, and proper communication between the administration, procurement, finance, and program teams.
Duties & Responsibilities:
- Conduct routine market assessments to collect prices, verify product availability, and identify reliable suppliers.
- Prepare market assessment reports and submit updated price lists to the procurement/admin unit.
- Prepare Purchase Request Forms (PRFs) based on program and office needs.
- Assist in preparing Request for Quotations (RFQs), comparison sheets, and vendor selection documentation.
- Verify PRFs for correct coding, quantity, specifications, and required approvals before submission.
- Track the status of all procurement requests and update the request tracking sheet.
- Collect quotations from vendors in accordance with procurement procedures.
- Prepare supporting documentation including PRF, RFQ, quotations, evaluation sheets, and request memos.
- Assist with administrative tasks such as filing, document control, printing, and scanning.
- Support meeting arrangements, travel coordination, and office logistics when required.
- Assist in tracking office supplies and preparing requests for replenishment.
- Ensure all collected quotations meet organizational procurement standards.
- Take minutes during meetings and distribute to relevant staff.
- Ensure compliance with MHCO policies, including safeguarding, PSEA, and data protection standards.
- Communicate with suppliers to request updated quotations and product information.
- Follow up with vendors on delivery timelines, invoice submissions, and documentation requirements.
- Maintain a database of active and reliable suppliers.
- Serve as a focal point between the organization and suppliers for procurement-related queries
- Maintain confidentiality of sensitive information and documentation.
- Maintain well-organized procurement and administrative files (both hard and electronic).
- Ensure completeness and accuracy of procurement documents submitted to the finance team.
- Any other task assign by operation director
Note: Only short-listed candidates will be contacted for written Test/Interview
Safeguarding and Recruitment Statement – MHCO
At MHCO, we are firmly committed to maintaining a safe, respectful, and inclusive working environment. We do not tolerate any form of inappropriate behaviour, including sexual harassment, exploitation, abuse, or financial misconduct. The safety and well-being of children, young people, adults, and all beneficiaries we engage with are of paramount importance.
All MHCO staff are expected to uphold these principles in accordance with our Code of Conduct and safeguarding policies. We place strong emphasis on recruiting individuals who demonstrate integrity and align with our organizational values.
The selected candidate for this role will receive comprehensive safeguarding training and will be responsible for understanding and adhering to MHCO’s safeguarding standards. Employment offers are subject to satisfactory references and relevant screening checks, which may include criminal background verification and terrorism finance assessments.
we will request information from previous employers regarding any substantiated findings of sexual exploitation, abuse, or harassment, as well as any ongoing investigations at the time of the candidate’s departure.
By submitting an application, candidates confirm their understanding and acceptance of these recruitment procedures.
