Light for the World Administrative and Procurement Assistant Jobs in Kenya
Role Profile
In the capacity of an Administrative and Procurement Assistant, you will play a crucial role within our team, taking charge of a diverse array of general office tasks and administrative duties, while also providing essential support for our procurement activities.
This multifaceted role involves managing communication channels between colleagues and suppliers, organizing schedules and events, handling data entry, and ensuring the seamless operation of office equipment.
Functioning as an integral support to the Finance and Administration Accountant, your responsibilities extend to actively participating in the procurement of goods and services for the organization.
Your commitment lies in securing quality products at competitive prices within specified timelines, thereby playing a pivotal role in upholding budgetary discipline and fostering sustainable operational practices. Additionally, you will be involved in the development and execution of the overall procurement plan and strategies, ensuring alignment with organizational objectives.
Key Responsibilities
Administrative Responsibilities
Manage correspondence/parcels at the reception and dispatch them both internally and externally.
Prepare agendas and schedule meetings. Take minutes during meetings and circulate them to the team.
Retrieve information requested from records, emails, minutes, and other related documents as well as prepare written summaries of data when needed.
Maintain office supplies and coordinate the maintenance of equipment.
Assist the logistics officer/manager in completing internal procurement documents, under guidance.
Assist with asset tagging of all assets.
Assist with inventory stocktakes as guided.
Coordinate and schedule travel, meetings, and appointments for the team.
Procurement Responsibilities
Liaise with key staff to assess their product and service needs.
Manage day-to-day operations with a focus on quick response times to the hotel units.
Source and supply across a broad spectrum of spend categories, including food, beverage, consumables, and service contracts.
Conduct contract tendering, negotiation, implementation, and management.
Identify opportunities for cost savings that will enhance the sustainability of Light for the World Kenya operations.
Analyze data and generate reports, including monitoring mechanisms to identify savings achieved by category and supplier.
Develop and nurture relationships with existing suppliers and establish connections with new suppliers.
Communicate organization’s needs and expectations to suppliers, supporting the monitoring of supplier performance in line with KPIs, contractual obligations, and service level agreements.
Ensure compliance with established purchasing policies and procedures, conducting ongoing reviews and implementing continuous improvements as needed.
Conduct supplier reviews and audits.
Establish a suitable contract database and protocol for ongoing supplier management, including the continual creation and management of preferred suppliers.
Effectively engage with Light for the World operations and finance teams to ensure understanding of processes and adherence to best practices and implement training programs where necessary.
Work closely with Accounts Payable to ensure a smooth workflow within the procure-to-pay process and lead process and efficiency improvements.
Assist in the development and achievement of departmental goals and objectives.
Skills and Qualifications Required
Bachelor’s Degree in Logistic/Transportation, Business Studies, Administration, Management, or equivalent.
Minimum of 5 years of working experience in purchasing with comprehensive knowledge in procurement.
Demonstrated overall procurement experience/knowledge, including sourcing, negotiating, purchasing, and designing and enhancing procurement-related standard operating procedures.
Commitment to working and completing tasks within given deadlines.
High efficiency, energetic, independent, and able to thrive in a fast-paced changing environment.
Strong interpersonal, time management, planning, and organizational skills.
Excellent communication and negotiation skills.
Proficient in verbal and written communication in English.
Strong organizational skills for managing multiple projects and deadlines.
Effective communication skills to convey information clearly.
Attention to detail and the ability to handle sensitive information accurately.
Efficiently prioritize tasks and manage time.
Ability to identify and resolve issues, finding solutions during procurement.
How to Apply
For more information and job application details, see; Light for the World Administrative and Procurement Assistant Jobs in Kenya
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