Procurement Administrator

Background
The African Climate Foundation (ACF) is the first and only African-led climate change re-granting organisation on the continent. Through a combination of grant making, fellowships, transformational research, technical assistance, coalition building and advocacy the ACF seeks to support interventions at the nexus of climate change, and development that have the greatest potential to deliver long-term socio-economic transformation and inclusive development. ACF also provides Fiscal Hosting (also called Fiscal Sponsorship) services to support emerging and mission aligned organisations and initiatives

Purpose

The Procurement Administrator provides essential administrative and operational support to ensure the smooth execution of ACF’s Request for Proposals (RFP) process. Working closely with the Procurement Officer, Grants Team, and Project Leads, this role ensures compliance with SOPs, accurate documentation, and efficient coordination across all stages of procurement.

Responsibilities include but not limited to:

RFP Administration & Coordination:

• 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.

Applicant Communication & Support:

• 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.

Bid Evaluation Support:

• 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.

Documentation & Compliance:

• Maintain accurate procurement records, including bid submissions, evaluation reports, contracts, in line with the 5-year retention requirement.
• Ensure all procurement files are securely archived and accessible for audit.

Contracting & Monitoring Support:

• 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.

Requirements include but are not limited to:

• 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.

Skills and Competencies:

• Accuracy & Detail Orientation: Ensures all documentation and records are complete and compliant.
• Process Discipline: Adheres strictly to SOPs and procurement guidelines.
• Collaboration: Works effectively with Procurement Officer, Grants Team, and Project Leads.
• Confidentiality & Integrity: Handles sensitive procurement information responsibly.
• Efficiency: Supports smooth workflows and timely completion of procurement cycles.

Start date: Position available immediately.

Contract duration:12 months (renewable based on mutual agreement)

Location: ACF’s operational hub is in Cape Town, South Africa. Remote working will be considered for candidates based in Nigeria, Senegal, Kenya and South Africa.
Closing date: 29 March 2026

For further information about the ACF, visit www.africanclimatefoundation.org.

Should you not hear back from us by 31 May 2026, please consider your application to be unsuccessful.

The ACF strives to be an equitable organisation with a team which reflects the diversity of Africa.

In compliance with the Protection of Personal Information Act (POPIA), The ACF assures all applicants that any personal information provided during the recruitment process will be treated with the utmost confidentiality and used solely for recruitment purposes. Your privacy and data security are of paramount importance to us. By applying for this position, you consent to the collection, processing, and storage of your personal information for recruitment-related activities only. The ACF is committed to safeguarding your privacy and maintaining the trust you place in us.