Administrative Assistant-Supply Chain Management
Purpose of the position:
To coordinate the activities of Supply Chain Management Department by ensuring smooth flow of documentation and information to other stakeholders and assist in the procurement function for the achievement of set departmental goals and objectives.
Coordination of Procurement activities
Receive record and track document movement from all user depts. for the Procurement \ Tender Committee.
Support the Manager in organizing Tender meetings, taking minutes and ensuring they are signed by the relevant members and Directors as per the approval Authority Limits.
Prepare and issue out agenda for Tender meetings before hand in Consultation with the Tender Committee Chair and Supply Chain Manager.
Preparation of relevant documents to be used in the Tender meetings
Communicate and follow-up on action points as recommended by the Tender Committee.
Hotel reservations and bookings
Process and track Purchase Requisition Forms assigned
Make reservation for hotel booking as per requests from users
Raise LPOs for the hotel bookings
Maintain good relationships with contacts for various hotels and conferencing facilities.
Documentation and record keeping
Ensure copies of LPOs with all supporting documents are forwarded to accounts in a timely manner for payment
Maintain a well-organized filing and documentation system for tender documents, LPO backup copies and Tender Committee and departmental minutes
Follow up on signatures for contracts and LPO’s with the relevant signatories and distribute them to the respective officers
Ensure a system is in place for tracking all the Invoices from Vendors e.g. maintain a register to ensure that timely action is taken on invoices and that no invoices are misplaced.
Keep in safe custody copies of all LPOs and support documents
Confirm the validity of bid/performance bonds presented by suppliers from respective banks and retain in file, the written confirmations
Office Administration and Staff Support
Maintain optimal office supplies for departmental use
Organize departmental meetings and record discussions for sharing and future use
Coordinate welfare issues in the department
Facilitating departmental visitors/clients
Answering and re-routing telephone calls to the relevant officers.
Provide one point of contact for all supplier queries related to invoices \ orders and direct to the appropriate offices.
Setting up venue for departmental and client meetings
Provides information and responses to enquiries from user departments and other stakeholders.
Manage departmental incoming and outgoing letters
Process documentation for student attaches
Qualifications: Education/Knowledge/Technical Skills and Experience
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
A Higher National Diploma in a Business related field.
A Bachelor degree e.g. Bachelor of commerce, Economics, Business management, Business Administration, Entrepreneurship etc.is an added advantage.
A minimum of two years’ experience in office administration
Familiarity with supply chain processes and procedures will be an added advantage
Qualification in Supply Chain management will be an added advantage.
Qualification in Secretarial or related courses will be an added advantage
High professional ethics and whose integrity
Good interpersonal and organizing skills
Computer literate MS Office
Proven communication skills
Ability to work in a team oriented environment
Must be a committed Christian, able to stand above denominational diversities.