1. ROLE IDENTIFICATION
Job Title: ADMINSTRATION ASSISTANT
2. JOB PURPOSE
To provide efficient administrative and clerical support to the organization by ensuring the smooth day-to-day operation of office activities, maintaining accurate records, coordinating communications, managing documentation, and supporting procurement processes to enhance operational efficiency and service delivery.
3. KEY RESPONSIBILITIES
Administrative Duties
- Manage office correspondence, including emails, letters, and telephone inquiries.
- Maintain accurate filing systems and company records, both electronic and hard copy.
- Prepare reports, presentations, minutes, and other administrative documents.
- Schedule meetings, appointments, and company engagements.
- Maintain office supplies and coordinate procurement of office requirements.
- Receive and attend to clients, suppliers, and visitors in a professional manner.
- Ensure proper record management and document control.
Procurement Duties
- Assist in sourcing quotations from suppliers and service providers.
- Prepare purchase requisitions, purchase orders, and procurement documentation.
- Maintain supplier databases and procurement records.
- Follow up with suppliers regarding deliveries and order status.
- Assist in evaluating supplier quotations and ensuring value for money.
- Monitor stock levels and facilitate replenishment of goods and services.
- Ensure procurement documentation is complete and properly filed.
- Support contract administration and supplier correspondence.
- Assist in preparing procurement reports and expenditure summaries.
- Ensure compliance with company procurement procedures and policies
4.NATURE OF DECISION MAKING
a) Strategic
b) Financial
c) Analytical
5. QUALIFICATIONS: Minimum
· Diploma or Degree in Business Administration, Procurement and Supply, Office Administration, or a related field.
6.EXPERIENCE:
Minimum. Minimum of two (2) years' experience in an administrative role.
· Experience in procurement or supply chain activities will be an added advantage.
ATTRIBUTES & SKILLS
· Good communication and interpersonal skills.
· Proficiency in Microsoft Office applications.
· Attention to detail and accuracy.
· Good record-keeping and report-writing skills.
· Ability to multitask and work with minimal supervision.
· High level of integrity and confidentiality.
·Strong administrative and organizational skills.
P.S
Applicants are advised to address their cover letters to Zorai Procurement and clearly indicate the position being applied for in their application.
