Administrative Officer

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Job Summary

The Administrative Specialist will provide comprehensive administrative and operational support to ensure smooth daily operations at KEDA (Kenya) Ceramics. The role involves coordination of logistics and purchasing activities, processing internal OA applications, managing food supplier payment applications, and overseeing employee attendance records. The ideal candidate is detail-oriented, well organized, and able to work efficiently in a fast-paced manufacturing environment.

Key Responsibilities

Logistics & Purchasing

  • Coordinate inbound and outbound logistics, including delivery scheduling and documentation
  • Assist with procurement activities such as purchase requests, purchase orders, and supplier follow-ups
  • Maintain accurate records of logistics and purchasing transactions
  • Liaise with suppliers, transporters, and internal departments to ensure timely delivery of materials

Administrative & OA Applications

  • Prepare, submit, and track OA (Online Application) system applications and approvals
  • Ensure accuracy and completeness of all administrative documentation
  • Maintain and organize digital and physical records

Food Supplier Payment Management

  • Manage food supplier payment applications, including verification of invoices and supporting documents
  • Coordinate with Finance to ensure timely and accurate payments
  • Maintain clear records of supplier contracts and payment history

Attendance Management

  • Manage employee attendance records, including daily attendance tracking, leave records, and overtime data
  • Ensure attendance data accuracy and compliance with company policies
  • Prepare attendance reports for HR and management review

General Administrative Support

  • Support departmental coordination and communication
  • Assist with other administrative and operational tasks as assigned by management
  • Ensure compliance with company policies and procedures

Qualifications & Skills

  • Diploma or Bachelor's degree in Business Administration, Logistics, Supply Chain, or a related field
  • Minimum 2–3 years of administrative experience, preferably in a manufacturing or industrial environment
  • Experience with logistics coordination and purchasing processes
  • Familiarity with OA systems and administrative workflows
  • Strong organizational and time-management skills
  • Attention to detail and accuracy
  • Good communication and coordination skills
  • Proficiency in MS Office (Excel, Word, Outlook)

Preferred Qualifications

  • Experience working in a manufacturing plant or industrial setting
  • Knowledge of basic accounting or payment processing procedures
  • Experience with attendance management systems
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