Job Purpose

• The overall purpose of the job is to be responsible to the Director Finance & Administration for providing overall efficiency and smooth operation of the workplace, logistics, and procurement.

Duties & Responsibilities

Administrative Responsibilities

General Office Support

• Answering phones, managing correspondence (email and physical mail), scheduling appointments, maintaining files, and coordinating travel arrangements, and ordering supplies, maintaining equipment, office, machinery, and assisting with general office duties.

Record Keeping, Data Entry and Management

• Maintaining accurate and up-to-date records of procurement activities, supplier information, and other relevant documents. Maintaining organized filing systems, databases, and contact lists. Entering and managing data in relevant systems, ensuring data accuracy and integrity.

Communication Management (Client/Visitor Interaction)

• Greeting and assisting visitors, acting as a point of contact for internal and external stakeholders, communicating procurement information, and escalating issues as needed.

Financial Tasks

• Assisting with expense tracking, budget management, and invoice processing related to administrative activities.

Scheduling, Coordination & Event Planning

• Scheduling appointments, managing calendars, and coordinating meetings, minute taking and travel arrangements and assist with event logistics, including venue bookings, and attendee management.

Confidentiality and Document Management

• Handling sensitive information with discretion and professionalism and preparation, editing, and distribution of documents, reports, and presentations. Assisting with tasks like document preparation, and report generation.

Any other assigned administrative tasks by the supervisor

Procurement Responsibilities

Purchase Order Management

• Creating, processing, and tracking purchase orders, ensuring accuracy and compliance with company policies and procedures and handling air ticket bookings for the organisation.

Supplier Management

• Communicating with suppliers, obtaining quotes, negotiating prices, and managing supplier relationships.

Contract Management

• Assisting with the preparation and management of contracts, ensuring deliverables are met and terms are adhered to.

Inventory Management

• Monitoring stock levels, tracking inventory, and advising on reorder points to prevent stockouts.

Compliance and Invoice Processing

• Ensuring all procurement activities comply with relevant regulations and company policies and assist with the processing of invoices related to procurement activities.

Any other assigned procurement tasks

Qualifications and Experience

• A bachelor’s degree in Public Administration, Procurement, Supply Chain Management, or any other business-related field is required.
• A combined national and or international experience of 8 years in procurement, purchasing, or in administrative roles particularly one involving supporting procurement processes, is highly valuable.
• Good knowledge of secretarial work, office management including records management is essential.
• Advanced information technology skills especially Microsoft Office (word, excel, access) etc and potentially procurement-specific software is a plus.

Key Skills & Competencies

Strong Communication Skills:

• Excellent written and verbal communication skills are essential for interacting with suppliers, colleagues, and other stakeholders.

Strong Organizational and Time management Skills:

• Ability to manage multiple tasks, prioritize workload, and maintain accurate and ability to manage time effectively and meet deadlines.

Computer Proficiency:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.

Attention to Detail:

• Accuracy and attention to detail are crucial for ensuring the accuracy of procurement documents and records.

Problem-Solving and Interpersonal Skills:

• Ability to identify and resolve issues related to procurement and administrative tasks and ability to build and maintain positive working relationships with colleagues and suppliers.

Adaptability and flexibility:

• Ability to adapt to changing priorities and work in a fast-paced environment. 
• Ability to work independently and collaboratively

Language Proficiency

• Proficiency in English and working knowledge of French is an added advantage.

Eligibility Criteria

• Minimum age of 20 and maximum age of 35 years at the time of recruitment.
• Appointment terms are permanent till retirement age of sixty (60).
• The position is open to ONLY Kenyan nationals.
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