Administrative/ Procurement Assistant Job in Kenya

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.

Eligibility Criteria