Administration Officer Procurement

About MAKE

MAKE is a part workshop lab studio and garage offering a diverse range of programs focused on building creative skills and process learning in making design engineering and art. It is supported by a wide range of professional-grade machinery tools and facilities.

MAKE is home to a community of entrepreneurs experimenters designers artists DIY enthusiasts hobbyists learners and creators. Our mission is to support and grow a culture of making in Abu Dhabi providing makers with the resources and knowledge needed to turn ideas into reality.

Our mission is built on two key pillars:
Enabling the makers community through our makerspace and services
Building community capabilities through educational programs

We welcome makers of all ages and experience levels - from beginners to professional designers. MAKE is a place where people with different creative abilities come together to explore learn and create.

Job Summary

We are looking for an organized and proactive Administrative Officer Procurement to coordinate and administer procurement activities across our operations programmes workshops events services and community initiatives. Acting as the central point of coordination for procurement-related activities the role will manage the end-to-end process including procurement requests supplier sourcing and engagement competitive quotations purchasing approvals purchase orders delivery follow-up and inventory coordination.

The position will also provide administrative support to the Facility & Operations Department by maintaining accurate procurement records trackers and documentation preparing reports and expenditure summaries and coordinating with internal departments suppliers and service providers. The role plays an important part in ensuring that goods services materials equipment and other operational requirements are delivered efficiently accurately and in accordance with organizational policies and procedures.

Key Responsibilities

1. Procurement Coordination

Coordinate procurement activities across operations programmes workshops events services and community initiatives.

Manage the end-to-end procurement process from the initial request through supplier sourcing approvals purchasing delivery and handover.

Source suitable suppliers obtain competitive quotations and prepare quotation comparisons and procurement recommendations.

Coordinate procurement approvals in accordance with organisational procedures and prepare and monitor purchase requests and purchase orders.

Follow up on deliveries and supplier commitments to ensure requirements are completed on time.

Assist with procurement planning for operational requirements and annual programmes.

Maintain complete procurement records including quotations approvals invoices delivery notes and supporting documentation.

Ensure procurement activities deliver value for money while maintaining the required quality and service standards.

2. Supplier & Vendor Coordination

Develop and maintain an accurate and reliable supplier and vendor database.

Build professional relationships with suppliers manufacturers contractors and service providers.

Coordinate supplier enquiries quotations purchasing activities documentation agreements and records where applicable.

Assist in evaluating suppliers based on quality pricing delivery performance and reliability.

Identify alternative suppliers where needed to strengthen business continuity.

3. Administration

Maintain organised procurement documentation filing systems and operational records.

Prepare procurement reports expenditure summaries quotation comparisons and other administrative documents.

Maintain procurement trackers approval logs and procurement databases.

Coordinate internal communication relating to procurement requests and operational requirements.

Manage scheduling approval tracking and administrative coordination across departments.

Ensure all procurement documentation is maintained in line with organisational procedures.

4. Inventory & Material Coordination

Coordinate the receipt of purchased goods and materials and verify deliveries against the relevant procurement documentation.

Coordinate the temporary storage identification and tracking of procured materials where required.

Maintain material custody and inventory records in collaboration with relevant departments.

Coordinate the handover of materials to internal teams programmes and projects.

Assist in improving inventory tracking processes and material management systems.

5. Operational Support

Provide procurement and administrative assistance for operations programmes workshops exhibitions events and community initiatives.

Coordinate procurement requirements with Consultants Technicians Customer Service Finance/Accounting Programmes and other internal or external stakeholders.

Contribute to operational planning by coordinating procurement requirements and delivery schedules.

Assist with budget planning and monitoring through procurement data quotations and expenditure tracking.

Coordinate procurement documentation with Finance to facilitate timely payment processing.

6. Process Improvement

Identify opportunities to improve procurement workflows and administrative processes.

Assist in developing and maintaining procurement procedures templates and documentation.

Recommend practical improvements to supplier management and procurement coordination.

Assist with implementing procurement tracking systems and other operational efficiencies.

7. Governance & Compliance

Ensure procurement activities comply with organisational policies and procedures.

Maintain complete accurate and auditable procurement records.

Provide procurement documentation for internal and external audits when required.

Maintain the confidentiality of procurement information and commercial documentation.

Promote ethical procurement practices accountability and transparency across procurement activities.

Qualifications and experience

Bachelors degree in Business Administration Procurement Supply Chain Management Operations Management or a related discipline.

At least 3 years of experience in procurement administration business operations or a related role.

Hands-on experience coordinating procurement activities supplier relationships and multiple purchasing requests at the same time.

Experience preparing quotation comparisons procurement reports and maintaining complete purchasing documentation.

Strong Microsoft 365 skills particularly Excel Outlook Teams and SharePoint together with experience using an ERP system.

Strong organisation attention to detail communication and follow-up skills with sound commercial judgement and a high level of integrity.

Preferred background

Experience procuring technical goods workshop materials machinery specialist equipment fabrication or production services facilities supplies or other operational requirements is highly preferred. Exposure to makerspaces fabrication laboratories manufacturing engineering product design furniture creative production education museums exhibitions architecture model-making or prototyping environments would be an advantage.

Experience with Microsoft Dynamics 365 or Odoo or a professional certification in procurement supply chain or business administration would also be beneficial.

The ideal candidate

You are service-oriented dependable and comfortable working in a fast-paced multidisciplinary environment. You can interpret procurement requirements communicate confidently with suppliers and internal teams manage competing priorities and ensure that the right materials equipment and services are available when needed.

If your experience matches the above requirements we would be pleased to hear from you.