Are you highly organized, detail-oriented, and passionate about keeping operations running smoothly? Unga Group PLC are looking for an Administration Assistant in Nairobi to provide administrative and operational support, coordinate office activities, manage schedules, and ensure seamless day-to-day office operations.
The role holder will provide comprehensive administrative and operational support to ensure smooth day-to-day office functioning. This role is responsible for managing office systems, coordinating schedules, supporting meetings, and facilitating communication across internal and external stakeholders.
Key Duties and Responsibilities:
Office Operations & Site Management
- Manage day-to-day office operations to ensure maximum efficiency and alignment with the company’s standards.
- Monitor and manage office supplies inventory including stationery and daily consumables and raise purchase requisitions.
- Coordinate office maintenance, cleanliness, and repairs, working closely with facilities and external vendors to maintain a conducive, safe and professional working environment.
- Actively support the promotion of occupational health and safety (OHS) awareness within the central support office.
Calendar and Meeting Management
- Schedule internal and external meetings, appointments, and multi-stakeholder engagements.
- Coordinate comprehensive meeting logistics, including physical venue booking, catering coordination, board/meeting room preparation, and virtual links (MS Teams/Zoom).
- Send calendar invites, agendas, and pre-meeting materials well in advance; track RSVPs.
- Attend assigned management meetings to take accurate, concise minutes, document action points, and follow up with respective department heads on deliverables.
- Provide high-level administrative support as requested.
Correspondence, Documentation & Project Tracking
- Handle all incoming and outgoing correspondence (emails, letters, phone inquiries) with the utmost professionalism.
- Maintain rigorous physical and digital filing systems, ensuring files are logically structured, securely stored, and easily accessible.
- Maintain absolute confidentiality regarding business records, sensitive employee details, and commercial information.
- Prepare, format, and edit corporate reports, presentations, and official documentation, ensuring strict version control and alignment with corporate branding guidelines.
- Support project execution across central support office by tracking timelines, milestones, and follow-ups on cross-functional initiatives.
Travel, Event Logistics & Stakeholder Liaison
- Arrange comprehensive local and international travel itineraries, including flight bookings, hotel accommodations, ground transport for staff.
- Coordinate logistics for company events, internal workshops, employee engagement initiatives, and high-profile external guest visits.
Financial Administration & Statutory Compliance
- Assist in processing invoices, tracking delivery notes, and managing purchase orders (POs) in alignment with procurement and finance workflows.
- Track and compile budgets for office-related operational expenses (OPEX), highlighting variances to the manager.
- Liaise with external service providers and vendors regarding invoicing, contract renewals, and service delivery.
- Support internal and external corporate audit processes by organizing and retrieving required administrative documentation.
- Assist in compiling and maintaining regulatory, statutory, and licensing documentation relevant to our business operations.
Job Requirements
Minimum Requirements:
a) A Bachelor’s degree in Business Administration, Secretarial Studies, Office Management, or a related field.
b) Professional certification in secretarial or administrative studies is an added advantage.
c) Minimum 1 year experience as an Administrative Assistant or Executive Assistant in FMCG.
d) Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) and MS Teams
e) Experience and knowledge of ERP systems such as SAP
Key Attributes/ Competencies:
a) Excellent communication (written and verbal)
b) Strong attention to detail
c) Time management and prioritization
d) Professionalism and confidentiality
e) Problem-solving and initiative
f) Interpersonal and stakeholder management skills
