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.

• 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.
• 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

• 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.

• Diploma or Degree in Business Administration, Procurement and Supply, Office Administration, or a related field.