Vacant Positions at Bollard Consulting Limited

Job Purpose

• The Executive Assistant provides high-level executive, administrative and coordination support to the Executive Director (ED) to facilitate the effective functioning of the Executive Office and implementation of organizational priorities. The position administratively reports to the Human Resources Department and functionally reports to the Executive Director. The Executive Director provides day-to-day functional direction, sets work priorities and oversees deliverables relating to the Executive Office, while Human Resources provides administrative oversight in accordance with the Hospital’s employment policies and procedures.
• The role supports the Executive Director in coordinating management activities, monitoring key decisions and action points, preparing executive reports and briefing materials, facilitating communication with internal and external stakeholders, and ensuring timely follow-up on matters requiring the Executive Director’s attention.
• The Executive Assistant serves as a key coordination link between the Executive Director, Management Team, Heads of Departments and external stakeholders while maintaining the highest standards of confidentiality, professionalism and discretion.

Key Responsibilities

Executive Office Coordination

• Coordinate the day-to-day activities and priorities of the Executive Director’s Office.
• Manage and coordinate the Executive Director’s calendar, meetings, appointments and official engagements.
• Review and prioritize matters requiring the Executive Director’s attention and ensure appropriate follow-up.
• Coordinate information and documentation submitted to the Executive Director by departments and other stakeholders.
• Maintain an effective system for tracking correspondence, approvals, decisions and pending matters within the Executive Office.
• Ensure that the Executive Director is appropriately briefed and prepared for scheduled meetings and engagements.

Management and Strategic Coordination

• Support the Executive Director in coordinating activities and priorities involving members of the Management Team and Heads of Departments.
• Track management decisions, commitments and action points and follow up with responsible officers on implementation within agreed timelines.
• Maintain an Executive Office action tracker and provide regular updates on outstanding matters.
• Coordinate submission of departmental reports, management updates and other information required by the Executive Director.
• Escalate delayed or outstanding action items to the Executive Director as appropriate.

Executive Reporting and Decision Support

• Prepare briefs, summaries, reports, presentations and other executive documents required by the Executive Director.
• Conduct research and compile relevant information to support management discussions and decision-making.
• Review documents submitted to the Executive Office for completeness and ensure relevant supporting information is available before presentation to the Executive Director.
• Consolidate information and reports from various departments as directed by the Executive Director.
• Support preparation of management reports and other strategic documentation.
• Maintain appropriate records of key executive decisions and directives for follow-up.

Meetings and Follow-Up

• Coordinate Management Team and other meetings convened by the Executive Director.
• Liaise with relevant departments to prepare and circulate meeting agendas and supporting documents.
• Record minutes, decisions and action points where required.
• Maintain an action tracker arising from meetings and follow up with responsible officers to ensure timely implementation.
• Provide the Executive Director with updates on the status of agreed actions.
• Coordinate logistical requirements for meetings hosted by the Executive Director.

Stakeholder Coordination and Communication

• Serve as a coordination link between the Executive Director and Management Team, Heads of Departments and other internal stakeholders.
• Facilitate timely communication of the Executive Director’s instructions, decisions and priorities to relevant officers.
• Liaise professionally with external stakeholders, partners, institutions, service providers and other parties engaging with the Executive Director’s Office.
• Coordinate responses and follow-up on official correspondence addressed to the Executive Director.
• Ensure appropriate communication protocols are maintained within the Executive Office.

Correspondence and Documentation

• Draft, review and prepare official correspondence, reports, presentations, memos and other documents on behalf of the Executive Director.
• Maintain organized and secure electronic and physical records for the Executive Office.
• Ensure documents requiring the Executive Director’s review or approval are appropriately organized and presented.
• Maintain accurate records of incoming and outgoing Executive Office correspondence.
• Ensure proper filing, retrieval and archiving of Executive Office documentation.

Executive Engagements and Travel Coordination

• Coordinate the Executive Director’s official travel arrangements, meetings and external engagements.
• Prepare comprehensive itineraries, meeting schedules and relevant briefing materials.
• Liaise with internal and external parties regarding the Executive Director’s official engagements.
• Coordinate logistical arrangements for official functions, conferences and events attended or hosted by the Executive Director.
• Ensure appropriate follow-up on matters arising from external engagements.

Confidentiality and Governance

• Handle confidential, sensitive and privileged organizational information with a high level of discretion.
• Maintain confidentiality of management discussions, employee information, business information and other sensitive matters handled through the Executive Office.
• Ensure Executive Office records and documents are appropriately secured and accessed only by authorized persons.
• Support adherence to hospital policies, management protocols and established governance processes.
• Exercise sound judgment when handling sensitive correspondence and matters requiring escalation.

Executive Office Administration

• Ensure the Executive Office operates efficiently, professionally and in an organized manner.
• Coordinate visitors and official engagements involving the Executive Director.
• Maintain appropriate office systems, records and administrative resources.
• Perform other executive coordination duties reasonably assigned by the Executive Director in support of organizational objectives.

Role Requirements

Minimum Qualifications

• Bachelor’s degree in Business Administration, Management, Human Resource Management, Public Administration, Healthcare Management or another relevant field.
• Professional training in executive administration, corporate governance, project management or a related area will be an added advantage.

Experience

• At least three (3) years of relevant experience in an Executive Assistant, Executive Office, management coordination or similar role.
• Experience supporting senior executives or senior management in a healthcare or corporate environment will be an added advantage.

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Role Purpose:

• The job holder will be responsible for doing clerical and documentation relating to stores operations duties like, raising Delivery notes, following up on the sales invoice, receiving stocks in the system, system stock reconciliation, material in and out samples and filing and reporting on stores transactional documents and system stocks.

Order Processing

• Raising of Delivery Note as per the approved sales order in the system and ensure timely coordination with Accounts department
• Initiate removal of items based on the sales order and delivery note and assign duty to relevant Stores Clerk Verification of items based on the delivery note and invoice
• Checking the orders in the dispatch yard with the Delivery Notes & Sales Invoice before handing over the same to Stores Supervisor for counter checking.
• Receive goods returned, make entries in the system and raise a credit note and prepare an incident report for counterchecking with the stock controller and filing and sharing with the Stores and Logistics Manager.
• Receiving stocks in the system, raising and reconciling Goods Received Note (GRN) in liaison with Accounts department and ensuring that all new inventory (for imports and local purchases) is received as ordered by the company.
• Raising Manufacturing Journal in the system for products transferred from main stores to production floor to provide finished stock for invoicing purposes i.e. branded items.
• Ensure that all the items that were taken to production floor are received back with the specifications mentioned on the job card, assessed for quality and recorded in consultation with the Stores and Logistics Manager and Stores and Logistics Coordinator to ensure the correct items are received and properly recorded.
• Participate in monthly stock takes and random weekly stock takes, analyzing reports and addressing variances.
• Tracking expiry of goods and inform accordingly of product movement.

Dispatch, Deliveries, Logistics and Reports

• Generating and submitting reports including dispatch reports and pending orders and proposed action plans
• Updating and submitting stock related reports, delivery notes summary and invoices, return from customers on a daily, weekly and monthly basis
• Coordinating dispatch and delivery logistics by establishing and advising on the appropriate route plans for all outsourced transport; upcountry and Mombasa deliveries.
• Verifying items before dispatch to ascertain accuracy as per the sales order and sample request from clients
• Undertake removal of orders from the shelves based on delivery notes and sales order.

Procurement

• Raise purchase requests for all production and local stock items; labels, machine maintenance needs, linen, toiletries etc.
• Preparing and submitting purchase requests for out-of-stock items as per the minimum re-order levels set in the system for imports and local purchases to the Stores & Logistics Manager.
• Process and facilitate all purchases and delivery of office supplies and production requirements
• Undertake and manage the local procurement for office supplies and consumables ensuring items are supplied to user departments within the timelines agreed and at lowest cost possible.
• Monthly reporting on procurement operations, consumption and requisitions to the management and possible recommendations if any
• Performing any other duty assigned

MINIMUM QUALIFICATIONS

• A Diploma in Procurement Management or Warehouse and Logistics or a related field
• A degree in Procurement or supply chain management or CIPS would be an advantage
• A minimum of 2-3 years’ experience in a similar role or a relevant position
• Product knowledge in the hospitality industry would be advantageous
• Knowledge quality management systems and related legislation such as OSHA, NEMA
• Hands on experience with warehouse management software and databases like Tally system

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The role fosters a lean, hands-on, entrepreneurial mindset driven by ownership, data-backed execution, transparency, and high performance. The Production Manager will take full operational ownership of factory floor production during facility commissioning and full-scale commercial operations. This role ensures maximum yield, cost efficiency, daily output, and continuous adherence to international food safety and quality standards.

Key Roles & Responsibilities

Production Planning & Execution

• Lead daily factory operations, shift scheduling, machine utilization, and frontline workforce deployment to meet daily production targets.
• Monitor and optimize key performance indicators (KPIs), including yield or recovery rates, WIP tracking, downtime reduction, waste minimization, and production cost per kilogram.
• Establish structured daily shift handovers and submit disciplined operational reports to executive leadership.

Quality, Food Safety & Compliance

• Enforce Good Manufacturing Practices (GMP), HACCP standards, sanitation, traceability, and foreign-matter or segregation controls across all processing lines.
• Collaborate closely with Quality Assurance to prepare the plant for upcoming BRCGS certification within three months of operational launch.

Team Leadership & Operational Management

• Directly manage the Assistant Production Manager, Production Supervisors, Line Leaders, Machine or Dryer Operators, Maintenance team, Packing Teams, and seasonal casual labor.
• Foster a culture of discipline, accountability, safe work practices, and high productivity on the factory floor.
• Coordinate cross-functionally with Sourcing, Warehouse or Stores, Maintenance, HR, and Finance teams to ensure seamless factory operations.

Key Requirements & Qualifications

• Degree or Diploma in Food Science or Technology, Production Engineering, Industrial Engineering, Mechanical Engineering, or a related field.
• Minimum 5 years of progressive production experience within food or agro-processing manufacturing, including at least 3 years directly managing shifts and frontline teams.
• Hands-on experience in dried fruit, fresh-produce packhouses, juice or pulp, canning, dairy, beverages, or snacks is required.
• Strong practical knowledge of GMP, HACCP, and foreign-matter controls within BRCGS, FSSC 22000, or ISO 22000 operating environments.
• Demonstrable track record of managing yield, waste, equipment utilization, and labor productivity using structured daily KPI data.
• Business fluency in spoken and written English and Kiswahili.
• Must reside within or be willing to relocate to Thika, with full availability for shift-based schedules, weekend coverage, and extended hours during peak mango season and plant commissioning.