Job Vacancy at EGPAF, Kagera and Tabora September 2026

Procurement and Administration Officer

Organization: Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
Location: Kagera and Tabora, Tanzania
Department: Procurement
Job Grade: Grade 5
Classification: Full-Time
Reports To: Senior Finance and Administration Manager

About EGPAF

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child or family is devastated by HIV and AIDS.

For more than 30 years, EGPAF has been a leader in meeting urgent needs in pediatric HIV and AIDS in the world’s most affected regions. The organization carries out its values of passion, innovation, teamwork, leadership, integrity, excellence and equity while maximizing its impact in the communities it serves.

EGPAF began supporting HIV and AIDS programming in Tanzania in 2003 and established a country office in 2004. Since then, in close collaboration and partnership with the Ministry of Health, Community Development, Gender, Elderly and Children and the President’s Office – Regional Administration and Local Government, EGPAF has expanded its scope to support quality, comprehensive and integrated HIV, GBV, TB and family planning services in supported regions.

EGPAF is a global, multinational and multicultural organization committed to diversity, equity, inclusion and belonging.

Job Purpose

The Procurement and Administration Officer is responsible for the acquisition, coordination and facilitation of goods, services and logistics, as well as assisting in the administration of the front office, reporting, invoice management and purchase request processing under the supervision and guidance of the Procurement Manager.

Key Responsibilities

1. Procurement

• Coordinate procurement of office goods and services for the Arusha, Kilimanjaro and Manyara sub-offices.
• Process purchase requests in accordance with the Foundation’s procurement policy under the guidance of the Procurement Manager.
• Coordinate the invoice management process with the Finance Department by updating the invoice tracker, maintaining and updating the dispatch book, and maintaining procurement copies in files sequentially.
• Ensure that all procurement is conducted using agreed terms and conditions and in a transparent manner with high integrity.
• Ensure accurate and detailed specifications are submitted in writing before purchasing is initiated and coordinate the efficient pickup and delivery of purchases.
• Maximize value for money for Foundation procurement activities in line with policies and procedures.
• Establish and develop professional working relationships with service providers and vendors based on transparency, honesty, evaluation and monitoring of vendor performance.
• Prepare weekly and monthly procurement reports for management review.

2. Reception

• Ensure that all visitors are correctly referred and attended to and that there is always someone available at the reception.
• Answer and redirect telephone calls, take messages, and receive and assist visitors.
• Maintain reception information/literature and general mail services.
• Keep the reception area tidy and welcoming during office hours.
• Maintain the reception notice board and update information as needed.

3. Mail and Invoice Administration

• Liaise with the driver responsible for mailing functions and assist in the administration of the weekly courier.
• Receive and distribute mail accordingly.
• Ensure all utility bills are received on time and that payments are processed on time.
• Assist various departments in sending parcels and documents and follow up on their receipt through recommended courier services.

4. Secretarial Duties

• Prepare daily staff attendance records and send them to the Dar es Salaam office and Administration Manager on a monthly basis.
• Update the staff extension list and distribute it to staff on a monthly basis.
• Carry out other secretarial duties as assigned by the Senior Finance and Administration Manager.

5. Office Equipment

• Assist in overseeing the use and maintenance of office equipment, including photocopiers, fax machines and binding machines, to ensure they are in working order.
• Arrange with the Dar es Salaam Office and Administrative Manager for repairs and maintenance when required.

6. Stores and Cleanliness of the Building

• Maintain EGPAF stores and ensure that all materials are properly sorted and arranged at all times.
• Conduct store inventories and prepare monthly stationery orders.
• Ensure that the building is clean and organized at all times.
• Liaise with relevant staff to ensure materials brought into the store are distributed accordingly.

7. Other Duties

• Provide administrative support to other departments as requested.
• Develop an in-depth capacity to interpret policies, procedures, rules and regulations and assist staff in understanding them.
• Review and ensure compliance with all local legal requirements, including registration, taxes and local labour laws.
• Identify potential areas of compliance exposure or vulnerability and assist in developing corrective action plans to resolve problematic issues.

Qualifications and Experience

To be successful in this role, candidates should have:

• Bachelor’s Degree or Advanced Diploma in Procurement and Supply Management or a related field.
• Registration with the Procurement and Supplies Professionals and Technicians Board (PSPTB) at minimum graduate level.
• At least 3 years of experience as a Procurement and Administration Officer or in a similar position.
• Report and records management skills.
• High level of integrity.
• Strong communication and negotiation skills.
• Ability to multitask, prioritize and manage time efficiently.
• Strong attention to detail and accuracy.
• Goal-oriented and organized approach to work.
• Ability to work effectively as a team player.
• Strong computer skills.

Additional Information

EGPAF is an equal opportunity employer and is committed to creating an inclusive workplace where employees and applicants are treated with dignity and respect.

Recruitment Scam Warning

EGPAF does not charge any fees at any stage of the recruitment or hiring process.

If anyone requests payment from you in connection with your application or employment offer, report it immediately.

Fraud reporting email: fraud@pedaids.org

Ethics Hotline: 1-888-225-1429 (toll-free, U.S.)

Applicants can also report concerns through the organization’s ethics reporting channel.

Application Deadline

The advert is scheduled to automatically unpublish on 26th September 2026 at 23:00.

How to Apply

Interested and qualified candidates should apply through the official EGPAF/SmartRecruiters online recruitment portal for the position of Procurement and Administration Officer.

Application Method: Online application

Important: The original vacancy does not provide an application email address for submitting applications. The email fraud@pedaids.org is provided for reporting suspected recruitment fraud and should not be used for job applications.

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