Admin Assistant Officer Job KEPRO

We are an industry-led extended producer responsibility organization bringing together players in the post-consumer waste value chain to address post-consumer waste in Kenya.

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.

Qualifications and Experience

• A Diploma or Degree in Business Administration, Procurement, Management, or a related field.
• 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.

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