KEPRO Admin Assistant Officer at KEPRO - Kenya Extended Producer Responsibility Organization

Job Description

KEPRO is seeking a proactive and organized Admin Assistant Officer to provide administrative support to the Finance & Admin Manager. This role is crucial in ensuring the smooth execution of administrative tasks, procurement activities, and general office management to enhance operational efficiency.

Key Duties and Responsibilities

• Administrative Support:
  • Assist the Finance & Admin Manager in daily administrative tasks, correspondence, and record-keeping.
  • Maintain an organized filing system for documents, both physical and electronic.
  • Schedule and coordinate meetings, appointments, and events as needed.
• Procurement and Supplier Sourcing:
  • Support in sourcing and evaluating suppliers to meet procurement needs.
  • Undertake Procurement Planning & Strategy to align purchasing activities with organizational goals.
  • Assist in preparing and managing procurement documentation, including purchase orders and supplier contracts.
  • Monitor supplier performance and ensure timely delivery of goods and services.
• Office Management:
  • Manage office supplies and ensure the inventory is adequately stocked.
  • Oversee the maintenance of office equipment and liaise with service providers for repairs.
  • Support logistics for meetings, conferences, and other events.
• Data Management and Reporting:
  • Update and maintain accurate administrative and procurement records.
  • Assist in preparing periodic reports on administrative activities and procurement processes.
• Compliance and Policy Adherence:
  • Ensure adherence to KEPRO's procurement policies and procedures.
  • Compliance & Reporting:
    • Ensure all procurement activities comply with environmental laws and policies governing EPR models.
    • Prepare reports on procurement activities, identifying opportunities for cost-saving and sustainability improvements.
  • Risk Management:
    • Proactively identify and mitigate risks associated with the procurement process, focusing on quality, financial, and environmental factors.
• General Support:
  • Provide logistical support for staff travel arrangements and accommodation.
  • Act as a point of contact for administrative queries from internal and external stakeholders.
• Additional Duties:
  • Any other duties as may be assigned by the KEPRO CEO from time to time.

Requirements

Qualifications and Experience

• Education:
  • A Diploma or Degree in Business Administration, Procurement, Management, or a related field.
• Experience:
  • 3–5 years of relevant work experience in an administrative or procurement role.
  • Experience working in a fast-paced environment is an added advantage.

Key Skills and Competencies

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Knowledge of procurement and supplier sourcing processes, including planning and strategy development.
• Ability to work independently and as part of a team.
• Attention to detail and a commitment to accuracy.
• Strong interpersonal skills and the ability to handle sensitive information with discretion.