Job Description

Job Title: General Administrator – Vegetable Oil Extraction Plant
Department: Agri-hub Operations
Location: Bonje, Mombasa
Reports to: Agri-hub Plant Manager

Job Purpose:
As the General Administrator, you will be responsible for supporting the plant manager in all administrative and human resources functions in the Agri-hub. Your main objective will be to ensure the plant runs efficiently by coordinating and implementing office procedures, multitasking, handling specific projects, and overseeing a team.
Key Responsibilities:

• Plan and coordinate administrative procedures and systems to streamline processes
• Assist in the recruitment and training of personnel and allocate responsibilities and office space
• Assess staff performance and provide coaching and guidance to ensure maximum efficiency
• Ensure the smooth and adequate flow of information within the plant to facilitate other business operations
• Manage schedules and deadlines
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitor costs and expenses to assist in budget preparation
• Organize and supervise other office activities
• Ensure operations adhere to policies and regulations
• Keep abreast with all organizational changes and business developments
• Handle Agri-hub queries by phone, email and on social media, typing reports and letters, photocopying and printing, ordering supplies, setting up meetings and taking minutes
• Responsible for updating the company’s computer records, making travel arrangements for staff and greeting visitors at the reception
• Responsible for leading, controlling and organizing the Agri-hub’s activities
• Act as a PA to the Plant Manager, managing an executive’s diary, taking calls and messages, and managing general staff
• Act as the Human Resources Administrator, completing the required data entry tasks, updating personnel files, preparing the requisite documentation for employees and management, and ensuring the plant is following the regulatory framework regarding personnel documentation
• Ensure there is enough supply of stationary to various sections for optimal operations
• Organize travel and accommodation for staff and customers
• Arrange both internal and external events.

Qualifications & Experience:

• Bachelor’s Degree in Business/Marketing/IT related courses
• 2 years’ experience in Office Administration/Marketing/Customer Care or related roles
• Proven experience as administrator
• In-depth understanding of office management procedures and departmental and legal policies
• Familiarity with financial and facilities management principles
• Analytical mind with problem-solving skills
• Excellent organizational, multitasking and prioritizing abilities
• Team player with leadership skills

Other Skills and Competencies:

• Excellent customer care skills and computer skills
• Excellent interpersonal skills, communication, negotiation, and reporting skills
• Proficiency in MS Office Suite and database management (highly desirable)
• Outstanding communication, presentation skills, and attention to detail
• Ability to work to a high level under extreme pressure
• Reliability, honesty, and leadership skills
• Discretion and respect for confidential information