Administration, Procurement & HR Assistant- Maternity Reliever at Light for the World Kenya

The Administration, Procurement & HR Assistant- Maternity reliever plays a vital role in supporting administrative, procurement, and human resources activities to ensure seamless organizational operations. This position involves coordinating office functions, facilitating procurement processes, and supporting HR tasks to maintain efficiency and effectiveness across the organization.

Key Responsibilities:

Administration:

• Manage reception tasks, including handling correspondence and parcel dispatch both internally and externally.
• Prepare agendas, schedule meetings, record minutes, and distribute them to the team.
• Retrieve and summarize requested information from records, emails, and other documents as needed.
• Maintain office supplies and oversee the upkeep of office equipment.
• Assist the logistics team with internal procurement documentation and asset tagging.
• Participate in inventory stock takes and ensure proper documentation.
• Coordinate and organize team travel, meetings, and appointments.

Procurement:

• Collaborate with staff to assess product and service needs.
• Oversee daily procurement operations with a focus on prompt response to hotel units.
• Source and manage supplies across various categories, including food, beverages, consumables, and service contracts.
• Handle contract tendering, negotiation, implementation, and ongoing management.
• Identify cost-saving opportunities to enhance operational sustainability.
• Analyse data, prepare reports, and monitor savings achieved in supplier and category performance.
• Build and maintain strong relationships with suppliers, while establishing connections with new ones.
• Communicate organizational needs and expectations to suppliers and monitor their performance against KPIs and service agreements.
• Ensure compliance with procurement policies and continuously seek process improvements.

Human Resources:

• Support recruitment efforts, including job postings, interview scheduling, and maintaining candidate records.
• Assist with on-boarding and orientation for new employees, ensuring they have the necessary resources.
• Maintain accurate and up-to-date employee records, including contracts, leave, and benefits management.
• Support employee engagement initiatives and HR activities to promote a positive work environment.

Skills, Qualifications, and Competencies:

• Strong organizational and multitasking skills.
• Bachelor’s degree in Logistics, Business Administration, Management, or a related field.
• Minimum of 5 years’ experience in procurement, with a thorough understanding of sourcing, negotiation, and purchasing.
• Proven ability to design and improve procurement processes and meet deadlines.
• Energetic, independent, and adaptable to fast-paced, dynamic environments.
• Excellent interpersonal, time management, planning, and organizational skills.
• Strong communication and negotiation abilities, with proficiency in English.
• Attention to detail and capability to handle sensitive information with accuracy.
• Ability to manage multiple tasks, prioritize effectively, and solve problems efficiently.