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CDL was founded in early 2003 by its current Managing Director Lucy Mmari.Within her 14 year tenure in a well established logistics company, She honed her skill in human resources management and thereafter started CDL.
Role Overview
- We are seeking a detail-oriented and analytical Travel Analyst to provide operational and administrative support across travel management, expense administration, procurement, purchase orders and invoice processing.
- The role will coordinate end-to-end travel and related logistics while ensuring timely execution, accurate financial administration, compliance with policies and controls, and effective stakeholder support.
Key Responsibilities
Travel Management
- Coordinate end-to-end travel arrangements, including travel requests, approvals, bookings and documentation.
- Manage travel itineraries and support visa, insurance and travel-security requirements.
- Liaise with travel-management companies and service providers.
- Monitor travel requests, exceptions and pending approvals.
- Reconcile travel costs against approved budgets.
- Maintain accurate travel records and reports.
Expense Management
- Administer and monitor employee expense claims and reimbursements.
- Review claims for accuracy, completeness and compliance with applicable policies.
- Coordinate approvals and follow up on outstanding claims.
- Support expense forecasting and reporting.
- Guide employees on expense-management procedures.
- Assist with expense audits and compliance reviews.
Procurement & Purchase Order Management
- Prepare purchase requisitions and purchase-order requests.
- Monitor purchase-order approval workflows.
- Track PO utilisation, amendments and closure.
- Liaise with budget holders to confirm funding availability.
- Maintain accurate procurement records and documentation.
- Follow up on delayed approvals and procurement actions.
Invoice & Financial Administration
- Receive, review and process supplier invoices.
- Verify invoices against purchase orders, contracts and supporting documentation.
- Perform or support three-way matching where applicable.
- Ensure accurate allocation of expenses to cost centres and budget lines.
- Coordinate invoice approvals and payment processing.
- Resolve invoice discrepancies with suppliers and internal stakeholders.
- Monitor outstanding invoices and payment deadlines.
Stakeholder Management, Compliance & Reporting
- Serve as a focal point for travel, expense and related administrative queries.
- Coordinate with travellers, Finance, Procurement, budget holders, travel providers and suppliers.
- Maintain accurate records and audit trails.
- Support audits, compliance reviews and internal-control activities.
- Prepare periodic travel, expense, procurement and invoice reports.
- Identify opportunities to improve processes and operational efficiency.
Requirements
- Bachelor’s degree in Business Administration, Finance, Procurement, Supply Chain Management, Accounting, or a related field.
- 3–5 years of relevant experience in travel administration, procurement, finance operations or administrative services.
- Proven experience managing the end-to-end travel lifecycle.
- Hands-on experience creating, monitoring, amending and closing Purchase Orders.
- Experience in invoice processing and Accounts Payable, including invoice verification, three-way matching, payment tracking and resolving discrepancies.
- Experience administering expense claims and reimbursements.
- Experience using enterprise systems such as SAP, Oracle Fusion, Workday, ServiceNow, or equivalent platforms.
- Experience supporting audits, compliance reviews and internal controls.
- Experience working with multiple stakeholders, including Finance, Procurement, suppliers, budget holders, approvers, travellers and travel-management companies.
Key Skills & Competencies
- Travel and expense administration
- Procurement and Purchase Order management
- Invoice processing and financial administration
- Vendor and stakeholder management
- Strong analytical and reporting skills
- Advanced Microsoft Office skills, particularly Excel
- Excellent organisation and time-management skills
- Strong attention to detail
- Compliance and control awareness
- Excellent communication and customer-service skills
- Ability to manage multiple priorities and meet deadlines
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Pharmacy Operations & Regulatory Compliance
- Operate the pharmacy professionally and efficiently in accordance with approved SOPs, regulatory requirements, and quality standards.
- Verify the quality, quantity, expiry dates, and integrity of all pharmaceutical products received.
Ensure all pharmacy licenses, statutory records, and operational documentation are accurate, complete, and up to date, including:
- DDA (Dangerous Drugs Act) registers
- Temperature and hygrometer monitoring records
- Stock and dispensing records
- Other statutory and internal pharmacy documentation.
- Ensure strict adherence to FEFO (First-Expiry-First-Out) principles during storage, dispensing, and billing.
- Maintain a clean, organized, and professional pharmacy environment.
- Comply with infection prevention and control standards and procedures.
- Maintain the organization's professional image by wearing approved branded attire, lab coats, and name tags.
Inventory & HMIS Management
- Maintain 100% accuracy of inventory records in the HMIS.
- Ensure all products dispensed and sold are accurately and completely billed through the HMIS.
- Monitor stock levels and ensure essential and fast-moving products are consistently available.
- Identify potential stock-outs and place supplemental orders in a timely manner.
- Monitor slow-moving, near-expiry, and expired stock and take appropriate action.
- Accurately capture and report missed sales through the designated channels for analysis and follow-up.
- Conduct regular stock reconciliations and promptly report discrepancies.
Sales, Cash Handling & Pricing
- Apply discounts only within approved company policies and authorization limits.
- Ensure all sales are accurately recorded and accounted for.
- Deposit cash collections promptly after each shift or in accordance with company policy.
- Reconcile sales reports against Paybill and other payment records at the end of every shift.
- Safeguard company cash, stock, equipment, and other pharmacy assets.
- Ensure transparency and accountability in all financial transactions.
- Report any cash, stock, or billing discrepancies promptly.
Patient Care & Customer Experience
- Provide patients with clear, accurate, and understandable instructions on medication use in accordance with approved SOPs.
- Accurately dispense prescription medicines in accordance with valid physician orders and applicable regulatory requirements.
- Obtain and review relevant patient history through the HMIS before dispensing where required.
- Provide appropriate preventive healthcare information and medication counseling.
- Minimize patient waiting times while maintaining dispensing accuracy and safety.
- Interact with patients courteously, respectfully, and professionally.
- Respond promptly and appropriately to patient questions, concerns, and complaints.
- Maintain a professional appearance and wear the prescribed branded lab coat and name tag.
Communication, Reporting & Continuous Improvement
- Provide timely, accurate, and actionable weekly feedback to HQ on procurement, inventory, pricing, and operational matters.
Report relevant market and operational insights, including:
- Collaboration with clinical teams
- Competitor activities and pricing
- Seasonal changes in product demand
- Product availability and supply challenges
- Factors affecting clinical and commercial performance.
- Escalate operational, compliance, patient safety, stock, and financial issues promptly.
- Participate in initiatives aimed at improving pharmacy efficiency, patient experience, compliance, and commercial performance.
- Contribute ideas and recommendations for continuous improvement of pharmacy operations and service delivery.
Requirements
- Education: Diploma in Pharmaceutical Technology from a recognized and accredited institution. A
- Bachelor’s degree in Pharmacy or Pharmaceutical Sciences is an added advantage.
- Certification: Must hold a valid and current license issued by the Pharmacy and Poisons Board (PPB) of
- Kenya, with no history of disciplinary action or suspension.
- Experience: Minimum of 2 years of hands-on experience in a busy retail, clinic-based, or hospital pharmacy setting.
- Experience working with an HMIS is strongly preferred.
- Technical Skills: Proficiency in computer-based pharmacy management and billing systems is an added advantage. Working knowledge of Google Sheets or Microsoft Excel is required for inventory tracking and reporting. Familiarity with digital health tools is an added advantage
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