Admin Assistant

• The Admin Assistant provides efficient administrative, office coordination, and compliance support, including vendor management asset bookkeeping in Kenya. The role ensures the smooth running of the office and supports management and staff with professional, accurate, and timely assistance. 

Key Responsibilities

• General office Administration & Visitors 
• Manage calendars, meetings, and general correspondence, maintain organised digital and physical filing systems. 
• Handle calls, emails, and mail, directing queries appropriately to staff and ensure all communications are timely.
• Draft and issue visa invitation letters for visitors and keep accurate records.
• Support all regional office management process and not limited to safety coordination and other ad hoc process related to the operations of the office in alignment with the country manager.
• Support staff towards activities related to office management and maintain office policies including 
• Management of office groceries, courier management, stationery, work related equipment ex: printers.
• Office & Building Coordination 
• Oversee office supplies, equipment, and basic maintenance requests. 
• Arrange meeting rooms, refreshments, and logistics for internal events. 
• Liaise with building management and security or related vendors on access cards, visitor access, parking, and building issues.
• Ensure compliance on hygiene, safety and health both in office and all spaces owned by Novonesis 
• Vendor & Supplier Management 
• Maintain vendor and service provider records, source quotations, prepare simple comparisons, and submit for approval. 
• Supplier management through sourcing multiple vendors to evaluate the best value and timely service for Novonesis.
• Liaise with finance to ensure payments are made on time and services are not impacted. 
• Ensure to monitor basic service levels through supplier management.
• Process purchase orders and vendor invoices with finance/procurement.
• Asset Administration 
• Maintain the asset register (IT equipment, furniture, devices). 
• Record asset allocations, transfers, returns, and disposals, while tagging, labelling, and periodic physical asset checks. Ensure spare laptops are in working condition.
• Share updated asset information with finance for accounting and audits on a periodic basis.
• Compliance & Confidentiality 
• Handle all information with strict confidentiality. 
• Follow company policies, procedures, and administrative standards.
• Ensure all office related expenses are submitted on time and assigned to the right cost owners and ensure.
• Coordinate Regional initiatives
• Lead or be part of regional initiatives including employee activities, event booking for team meetings, and other regional activities requiring support in Africa
• Work with other admin across Africa to set up or optimise processes for similar tasks
• CARE (CSR) Coordinator 
• In partnership with our team in Kenya, identify CARE projects that align with our established company standards. 
• Drive the successful execution of these CARE projects with strict protocol compliance and a bold focus on delivering impactful outcomes.

Qualifications & Experience

• Degree or diploma in Office Administration, Business Administration, or related field is an advantage. 
• Approximately 4-6 years’ experience in an administrative or office support role. 
• Experience in vendor coordination, asset tracking, and basic compliance administration.

Skills & Competencies

• Strong organisation and time-management skills. 
• Excellent written and verbal communication. 
• High attention to detail and accuracy. 
• Proficient in MS Office 
• Professional, service-oriented, and able to work independently. 
• Discreet, trustworthy, and comfortable working with confidential information.