Procurement Administrator
African Climate Foundation
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Job Overview
Location
Remote
Employment Type
Contract
Work Arrangement
Remote
Sector
Nonprofit & NGO
Experience Level
Mid-level (3-5 years)
About the Company
The African Climate Foundation (ACF) is a pioneering African-led organization dedicated to addressing climate change across the continent. As the first and only re-granting organization of its kind in Africa, ACF plays a vital role in supporting interventions that drive long-term socio-economic transformation and inclusive development. They achieve this through a multifaceted approach, including grant making, fellowships, research, technical assistance, coalition building, and advocacy.
ACF also extends its support to emerging and mission-aligned organizations by providing Fiscal Hosting services. Their commitment to equity is reflected in their aspiration for a diverse team that mirrors the rich diversity of Africa. The foundation operates with a strong emphasis on confidentiality and data security, adhering to the Protection of Personal Information Act (POPIA) to ensure all applicant data is handled with the utmost care and used exclusively for recruitment purposes.
Job Description
The African Climate Foundation (ACF) is seeking a dedicated Procurement Administrator to provide crucial administrative and operational support for its Request for Proposals (RFP) processes. This role is integral to ensuring the smooth execution of procurement activities, working in close collaboration with the Procurement Officer, Grants Team, and Project Leads.
Your responsibilities will encompass managing RFP administration and coordination, including preparing and formatting documents, facilitating internal reviews, and coordinating branding efforts. You will also be the primary point of contact for applicant queries, maintaining transparent communication and updating relevant documentation. Furthermore, you will support bid evaluation committees logistically and administratively, ensuring all declarations and records are meticulously maintained.
Key duties include maintaining accurate procurement records, ensuring secure archiving for audit purposes, and assisting with contract preparation and monitoring. You will also track reporting deadlines and support the close-out process for procurement activities. This is a fixed-term contract position offering remote work opportunities for candidates based in Nigeria, Senegal, Kenya, and South Africa.
To apply for this role, click the Apply button on this page and follow the instructions.
Required Skills
Key Responsibilities
- Assist Project Leads in preparing and formatting RFP documents using approved templates.
- Ensure RFPs are circulated internally for feedback and approvals before issuance.
- Coordinate with the Strategic Partnerships & Communications team to apply branding and marking guidelines.
- Support the setup of RFPs on the Giving Data system, including uploading documents, applicant details, and submission links.
- Manage communication channels for applicant queries, ensuring responses are documented and shared transparently.
- Maintain FAQ documents, addenda, and briefing session records on ACF platforms.
- Schedule and coordinate briefing sessions, ensuring use of approved ACF presentation templates.
- Provide logistical and administrative support to the Bid Evaluation Committee (BEC), including scheduling meetings, preparing scoring sheets, and consolidating evaluation notes.
- Track conflict-of-interest declarations and maintain records for audit purposes.
- Assist in compiling consolidated scoring sheets and recommendation reports.
- Maintain accurate procurement records, including bid submissions, evaluation reports, and contracts, in line with the 5-year retention requirement.
- Ensure all procurement files are securely archived and accessible for audit.
- Assist the Grants Team in preparing draft agreements, coordinating inputs from Project Leads and Monitoring & Evaluation staff.
- Upload signed agreements and reports onto Giving Data and SharePoint.
- Track reporting deadlines and send reminders to grantees/consultants using approved templates.
- Support close-out processes by compiling final reports and drafting close-out letters for review.
Qualifications
- Diploma or Bachelor’s degree in Administration, Procurement, Supply Chain, or related field.
- 3 years’ experience in procurement or administrative support, preferably in a donor-funded or non-profit environment.
- Knowledge of Public Finance Management Act (PFMA) and African Development Bank (AfDB) procurement processes (advantageous).
- Proficiency in digital procurement systems and solutions (e.g. SAP, Oracle).
- Strong organizational and record-keeping skills with attention to detail.
- Excellent communication and coordination skills.
- Ability to manage multiple tasks and deadlines in a structured, compliance-driven environment.
- Excellent writing, communication, and reporting skills.
- Strong problem-solving skills and ability to work independently.
- High levels of professionalism, integrity, and attention to detail.
- Ability to prioritise work and meet deadlines.
How to Apply
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<p>This role is crucial for the efficient operation of the African Climate Foundation's procurement processes. You will be instrumental in supporting the Procurement Officer and various project teams by managing the administrative aspects of Request for Proposals (RFPs). Your day-to-day will involve ensuring compliance with standard operating procedures, maintaining accurate documentation, and facilitating smooth communication throughout the procurement lifecycle. Success will be measured by your ability to streamline RFP administration, support bid evaluations effectively, and maintain meticulous records.</p>
Posted Date
March 27, 2026
15 people viewed this job
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