Administrative/Procurement Assistant at Northern Corridor Transit and Transport Agreement (NCTTA)

About the Organization

Northern Corridor Transit and Transport Agreement (NCTTA) is seeking a dedicated individual to join our team in Nairobi, Kenya.

Job Purpose

The overall purpose of this role is to support the Director Finance & Administration by ensuring the overall efficiency and smooth operation of the workplace, logistics, and procurement activities.

Administrative Responsibilities

General Office Support

• Answering phones and managing correspondence (email and physical mail)
• Scheduling appointments and coordinating travel arrangements
• Ordering supplies and maintaining equipment, office, and machinery
• Assisting with general office duties

Record Keeping, Data Entry and Management

• Maintaining accurate and up-to-date records of procurement activities and supplier information
• Maintaining organized filing systems, databases, and contact lists
• Entering and managing data in relevant systems while ensuring data accuracy and integrity

Communication Management

• Greeting and assisting visitors
• Acting as a point of contact for internal and external stakeholders
• Communicating procurement information and escalating issues as needed

Financial Tasks

• Assisting with expense tracking and budget management
• Processing invoices related to administrative activities

Scheduling, Coordination & Event Planning

• Managing calendars and coordinating meetings
• Taking minutes during meetings
• Assisting with event logistics, including venue bookings and attendee management

Confidentiality and Document Management

• Handling sensitive information with discretion and professionalism
• Preparing, editing, and distributing documents, reports, and presentations
• Assisting with document preparation and report generation

Other Administrative Tasks

• Completing any additional administrative tasks assigned by the supervisor

Procurement Responsibilities

Purchase Order Management

• Creating, processing, and tracking purchase orders
• Ensuring accuracy in all procurement documentation