Administrative Assistant – Tender Document Preparation

About the role

We are seeking a proactive Administrative Assistant to support our Managing Director and senior team in Nairobi. The role focuses on preparing tender documents, managing correspondence, and ensuring smooth office operations within the Energy & Utilities sector.

Key responsibilities

• Provide administrative and clerical support to the Managing Director and management team.
• Coordinate logistics for service engineers and other staff.
• Monitor the company email daily, responding or escalating as needed.
• Prepare, compile and submit tender documents.
• Search for and track tender opportunities on government and private procurement portals.
• Follow up on customer payments and maintain payment records.
• Attend meetings, record accurate minutes and distribute them promptly.
• Schedule meetings, appointments and travel arrangements.
• Maintain both electronic and physical filing systems.
• Perform any other administrative duties assigned by senior management.

Required profile

• Diploma in Business Administration, Office Administration, Secretarial Studies, Procurement or a related field (Bachelor’s degree is an advantage).
• At least 1 year of experience in an administrative or office support role.
• Ability to multitask, work under minimal supervision and travel locally when required.
• Experience preparing tender documents or providing procurement support is a plus.
• Strong written and verbal communication skills.
• Excellent organizational, time‑management and coordination abilities.

Required skills

• Proficiency in Microsoft Word.
• Proficiency in Microsoft Excel.
• Proficiency in Microsoft PowerPoint.
• Proficiency in Microsoft Outlook.