Administration, Logistics, and Procurement Officer

Job Description

Aquahub Community Based Aquaculture Limited, a Blue Alliance initiative in Zanzibar, is seeking an Administration, Logistics, and Procurement Officer. This key role will oversee daily office operations, coordinate logistics, manage procurement and import/export processes, and ensure cost control and regulatory compliance. The officer will contribute significantly to the successful growth and scalability of a pioneering sea cucumber aquaculture operation that reinvests profits into marine conservation and community programs.

Requirements

• Qualifications in Business Administration, Procurement & Supply Chain Management, Logistics, International Trade, or a related field
• Minimum of 5 years’ experience in logistics and procurement, or import/export operations
• Strong organizational, coordination, and problem-solving skills
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, etc.)
• Excellent communication and interpersonal skills
• Knowledge of customs procedures, shipping regulations, and trade compliance requirements, and Zanzibar regulations, including import/export requirements
• Fluency in English and Swahili is mandatory

Responsibilities

• Provide general administrative support, manage calendars, coordinate meetings, and handle official communication
• Organize travel and accommodation logistics for staff, partners, and visitors
• Maintain well-organized filing systems for easy access to records, contracts, and documents, both digital and physical
• Monitor compliance with administrative procedures and report any irregularities
• Maintain up-to-date records of all company assets, including vehicles, equipment, and utilities
• Coordinate logistical support for field missions, events, and operational activities
• Manage vehicle schedules, logbooks, and ensure adherence to transport policies
• Oversee inventory of supplies and equipment, ensuring timely restocking and clear handover protocols
• Ensure efficient material delivery and resource allocation across departments and field locations
• Maintain a safe, organized, and efficient work environment
• Build and maintain strong, professional relationships with suppliers, service providers, and relevant stakeholders
• Negotiate favorable terms to reduce costs, ensure timely delivery, and improve service quality
• Establish and manage long-term contracts and framework agreements to secure pricing and supply stability
• Maintain a vetted list of qualified suppliers, regularly updated and categorized by goods and services
• Ensure procurement processes comply with internal policies and other requirements
• Oversee procurement planning, including market research, RFQs, supplier evaluation, and purchase orders
• Monitor contract performance, ensure delivery deadlines are met, and address any discrepancies or delays
• Keep accurate, audit-ready records of all procurement activities and transactions
• Provide procurement insights to management, including price trends, vendor performance, and cost-saving opportunities
• Manage import and export activities, ensuring timely customs clearance and compliance with regulations
• Liaise with customs authorities, shipping agents, and regulatory bodies to avoid delays
• Prepare and review shipping documents (invoices, packing lists, certificates, etc.)
• Track international shipments and ensure timely and accurate delivery
• Maintain up-to-date knowledge of customs duties, taxes, and legal requirements across relevant jurisdictions
• Ensure proper documentation and filing for all import/export transactions for compliance and auditing