Vacant Roles at Mini Group

Position Summary

• Reporting to the Commercial Manager, the Procurement Officer will oversee procurement operations, land cost management, import compliance, and supplier coordination while ensuring accurate procurement records and compliance with regulatory requirements. This role is key in maintaining effective vendor management and optimizing procurement efficiency.

Key Duties & Responsibilities

Procurement Operations

• Source goods and services based on business requirements, ensuring quality, cost efficiency, and compliance.
• Process purchase orders with the necessary approvals before placement.
• Maintain an up-to-date import register, including shipment tracking and supplier management.

Costing & Landed Cost Management

• Prepare accurate landed cost calculations for inbound shipments, including freight, duties, and other charges.
• Update SKU costing models and monitor cost structures to ensure compliance.

Import Compliance & Documentation

• Liaise with the Group imports function to track shipments and ensure compliance with Kenya’s import regulations.
• Ensure KEBS certification and proper product labeling before entry into the warehouse.
• Handle and maintain import documentation, including invoices, packing lists, and clearance records.

Retail Partner & Commercial Support

• Prepare pricing schedules and product documentation for retail partners.
• Support supplier coordination for account-specific requirements.

ERP Management & Financial Coordination

• Maintain accurate procurement records in the ERP system, including purchase orders, goods receipts, and lot tracking.
• Work with Finance for invoice processing, payment approvals, and reconciliations.
• Monitor and report on Days Payable Outstanding (DPO).

Qualifications & Experience

• Bachelor’s Degree in Supply Chain Management, Procurement, Business Administration, or related field.
• 3–5 years’ experience in procurement, preferably within FMCG, importation, or distribution environments.
• Experience with ERP systems and procurement reporting tools.

Key Skills & Competencies

• Strong understanding of procurement processes, import regulations, and supply chain operations.
• Excellent analytical and numerical skills with the ability to perform cost analysis.
• Attention to detail, accuracy in documentation, and strong ERP proficiency.
• Effective supplier relationship management, communication, and problem-solving abilities.
• High level of integrity, accountability, and ability to work under pressure.

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Position Summary

• Reporting to the Procurement & Business Development Director, the Sales Administrator will provide administrative and operational support across procurement, supplier coordination, and business development activities. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities within a fast-paced commercial environment.

Key Duties & Responsibilities

Procurement Administration & Order Management

• Prepare and process purchase orders (POs) based on approved instructions.
• Maintain procurement trackers with real-time updates on suppliers, order status, delivery timelines, and payment terms.
• Organize and maintain import documentation, supplier files, and procurement records.
• Track supplier confirmations, invoices, and shipping documentation while flagging discrepancies promptly.

Supplier Coordination & Relationship Support

• Coordinate routine supplier communication including order confirmations, shipping updates, and document requests.
• Schedule supplier meetings, prepare meeting minutes, and track action points to completion.
• Follow up on outstanding supplier issues including quality concerns, delays, and documentation gaps.

Business Development & Commercial Support

• Maintain and update the business development pipeline tracker.
• Prepare meeting packs, company profiles, product portfolios, and supporting documentation for commercial engagements.
• Coordinate logistics for supplier, distributor, and principal meetings or visits.
• Maintain digital records of agreements, contracts, and partnership documentation.

Reporting, Governance & Administrative Support

• Coordinate weekly alignment meetings, prepare agendas, circulate minutes, and track action items.
• Ensure all procurement and commercial records remain audit-ready and properly version-controlled.
• Provide general administrative support to the Procurement & Business Development Director.

Qualifications & Experience

• Diploma or Degree in Business Administration, Procurement & Supply Chain Management, Commerce, or related field.
• Minimum 4 years’ administrative experience, with at least 2 years supporting procurement or supply chain operations.
• Experience supporting senior management or C-suite executives is highly desirable.
• Strong exposure to procurement coordination, supplier management, and commercial administration.

Key Skills & Competencies

• Exceptional organizational and coordination skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy in documentation management.
• Ability to manage multiple trackers, deadlines, and priorities simultaneously.
• Strong follow-through and proactive problem-solving skills.
• Professionalism, emotional intelligence, and ability to handle confidential information.
• Ability to work efficiently under pressure in a fast-paced commercial