East Africa Production Admin Assistant

East Africa Production Admin Assistant

• Job Type Full Time
• Qualification BA/BSc/HND
• Experience 5 years
• Location Nairobi
• Job Field Administration / Facilities

Main Purpose:

• The East Africa Admin Assistant supports Production priorities across the East Africa region through administrative coordination, CAPEX planning support, and project tracking.
• The role strengthens budget visibility, timely delivery, and compliance while coordinating procurement, contracts, information systems, travel, and onboarding.

Major Tasks & Responsibilities:

• Align administrative work plans and calendars with Production priorities across East Africa to support timely delivery of business commitments.
• Coordinate project management activities with project owners, tracking scope, schedules, milestones, risks, and actions through delivery and close-out.
• Support capital expenditure (CAPEX) planning by consolidating investment requests, business case inputs, and approval documentation with Finance and project owners.
• Track CAPEX budgets, purchase commitments, and expenditure against approved plans. Flag variances and follow up on corrective actions with accountable owners.
• Manage purchase requisitions, purchase orders, and approval workflows within approved budgets and company policies, maintaining complete procurement records.
• Administer production and tolling agreements, coordinate signing and filing, and maintain accurate records in the Contract Lifecycle Management System (CLMS).
• Coordinate management and project reviews, prepare agendas and minutes, and track decisions and actions to completion to strengthen accountability.
• Prepare presentations, correspondence, and consolidated operational, contract, CAPEX, and project status reports to support leadership decisions.
• Coordinate domestic and international travel, visas, accommodation, transport, and visitor logistics, alongside Production events, workshops, and conferences.
• Partner with Legal, Procurement, Finance, HR, and Operations across countries to resolve issues and remove administrative barriers to delivery.
• Maintain SharePoint, Teams, distribution lists, and access permissions. Keep records organized and compliant and protect confidential information.
• Coordinate onboarding, training logistics, documentation, and system orientation so new team members can contribute effectively.
• Serve as the first point of contact for administrative requests, track follow-up, and improve processes to reduce delays and recurring issues

Key Working Relations:

• East Africa Production teams
• Supply Chain Team
• Warehousing Teams
• Toller Representatives
• Quality Testing Team
• Quality Assurance Team
• Finance and Cost Accounting
• Supply Planning Team
• Master Data Team
• GEP and GBS Teams
• External Vendors

Qualifications & Competencies:

• Bachelor’s degree in Business or Office Administration, Operations Management, or SCM
• Administrative experience in production or supply chain
• Strong analytical skills
• Proficiency in SAP and MS Office
• Excellent communication and cross-functional collaboration skills
• 5+ years’ experience in a similar administrative role
• Agricultural or seed industry experience is an advantage

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