Latest Jobs at Hugo Technologies – Apply Now

ROLE OVERVIEW

• We are seeking a highly organized and detail-oriented Administrative Officer with expertise in travel management, logistics and record keeping.
• The ideal candidate will be responsible for coordinating all aspects of business travel, ensuring compliance with company policies and procedures, and maintaining accurate records of travel expenses and other administrative activities.

KEY RESPONSIBILITIES

Travel Management:

• Coordinate domestic and international travel arrangements for employees, including flights, accommodations, transportation, and visa processing.
• Liaise with travel agencies, airlines, and hotels to negotiate favorable rates and ensure cost-effective travel solutions.
• Develop and maintain travel itineraries, ensuring timely communication of travel plans to employees and relevant stakeholders.
• Provide guidance and support to employees on travel-related matters, including travel policies, visa requirements, and travel safety.

Record Keeping:

• Establish and maintain comprehensive record-keeping systems for all administrative activities, including travel expenses, procurement, and correspondence.
• Ensure accuracy and completeness of records by regularly updating databases, filing systems, and electronic archives.
• Generate reports and analyze data to track trends, identify areas for improvement, and support decision-making processes.
• Maintain confidentiality and security of sensitive information, adhering to data protection regulations and company policies.

Administrative Support:

• Assist with general administrative tasks, including answering phones, scheduling meetings, and managing office supplies.
• Collaborate with cross-functional teams to streamline administrative processes and enhance operational efficiency.
• Handle incoming and outgoing correspondence, prioritizing and distributing mail as necessary.
• Provide administrative support to senior management as required, including preparing presentations and organizing meetings.

Logistics Coordination:

• Coordinate logistics for business travel, including transportation to and from airports, hotels, and meeting venues.
• Collaborate with transportation providers and logistics companies to arrange efficient and cost-effective shipping of goods and materials.
• Monitor inventory levels and coordinate the replenishment of office supplies, ensuring timely delivery and availability.
• Oversee the logistics of event planning and coordination, including venue selection, equipment rental, and catering arrangements.

REQUIREMENTS

• Bachelor’s degree in Business Administration, Management, or related field.
• Proven experience in administrative roles with a focus on travel management, logistics and record keeping.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills, with the ability to interact effectively with employees at all levels.
• Proficiency in Google Suite.
• Knowledge of travel regulations, visa requirements, and international travel procedures.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Problem-solving attitude and ability to work independently with minimal supervision.

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ROLE OVERVIEW

• We are seeking a detail-oriented and proactive Procurement Associate to support our procurement team in sourcing, purchasing, and managing supplies and materials necessary for our organization’s operations.
• The ideal candidate will have strong analytical skills, negotiation abilities, and a solid understanding of procurement processes.

KEY RESPONSIBILITIES

Sourcing and Vendor Management:

• Identify potential suppliers and vendors through research and networking. Request and evaluate quotations, proposals, and bids from suppliers. Negotiate terms and pricing agreements with suppliers to ensure favorable terms and cost savings.
• Maintain relationships with existing suppliers and vendors, monitoring performance and resolving issues as needed.
• Continuously seek opportunities to streamline the supply chain and identify alternative suppliers to improve efficiency and reduce costs.

Purchase Order Processing:

• Generate purchase orders based on approved requisitions and
• procurement requests.
• Review purchase orders for accuracy, completeness, and compliance with organizational policies and procedures.
• Coordinate with internal stakeholders to confirm specifications, quantities, and delivery schedules.
• Track the status of purchase orders, follow up with suppliers on delivery timelines, and resolve any discrepancies or delays.

Inventory Management:

• Monitor inventory levels and stock availability to ensure adequate supply of materials.
• Collaborate with warehouse or inventory management teams to optimize inventory levels and minimize stockouts or excess inventory.
• Conduct periodic inventory audits to reconcile physical inventory counts with records and identify discrepancies.

Contract Management:

• Assist in the drafting, review, and administration of procurement contracts and agreements.
• Ensure compliance with contractual terms and conditions, including delivery schedules, quality standards, and payment terms.
• Track contract expiration dates and facilitate contract renewals or renegotiations as necessary.

Data Analysis and Reporting:

• Collect and analyze procurement data, including spending patterns, supplier performance metrics, and cost savings opportunities.
• Prepare reports and dashboards to provide insights into procurement activities and performance indicators.
• Identify trends, risks, and opportunities for process improvements and cost optimization.

REQUIREMENTS

• Bachelor’s degree in Business Administration, Supply Chain Management, or related field.
• Proven experience in procurement, purchasing, or supply chain management.
• Strong analytical and negotiation skills, with the ability to analyze data and negotiate contracts effectively.
• Proficiency in procurement software and tools, such as ERP systems, e-procurement platforms, and Microsoft Excel.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with internal stakeholders and external suppliers.
• Detail-oriented with strong organizational skills and the ability to manage multiple tasks simultaneously.
• Knowledge of procurement best practices, contract law, and regulatory requirements.
• Certification in procurement or supply chain management (e.g., CSCP, CPSM) is a plus.