East Africa Production Admin Assistant

The East Africa Production Admin Assistant is crucial for supporting production priorities throughout the East Africa region. This involves coordinating administrative tasks, assisting with CAPEX planning, and tracking various projects. The position is responsible for improving budget transparency, ensuring projects are delivered on schedule, and upholding compliance standards. Key functions include managing procurement processes, administering contracts, overseeing information systems, coordinating travel arrangements, and facilitating the onboarding of new team members.

1. Align administrative work plans with East Africa Production priorities to ensure timely business commitment delivery.
2. Coordinate project management activities, tracking scope, schedules, milestones, risks, and actions from delivery to close-out.
3. Support capital expenditure (CAPEX) planning by consolidating investment requests, business case inputs, and approval documentation with Finance and project owners.
4. Track CAPEX budgets, purchase commitments, and expenditures against approved plans, flagging variances and following up on corrective actions.
5. Manage purchase requisitions, purchase orders, and approval workflows within budgets and company policies, maintaining complete procurement records.
6. Administer production and tolling agreements, coordinating signing, filing, and maintaining accurate records in the Contract Lifecycle Management System (CLMS).
7. Coordinate management and project reviews, prepare agendas and minutes, and track decisions and actions to completion.
8. Prepare presentations, correspondence, and consolidated operational, contract, CAPEX, and project status reports for leadership decisions.
9. Coordinate domestic and international travel, visas, accommodation, transport, and visitor logistics, as well as Production events, workshops, and conferences.
10. Collaborate with Legal, Procurement, Finance, HR, and Operations across countries to resolve issues and remove administrative barriers.
11. Maintain SharePoint, Teams, distribution lists, and access permissions, ensuring records are organized, compliant, and confidential information is protected.
12. Coordinate onboarding, training logistics, documentation, and system orientation for new team members.
13. Serve as the primary contact for administrative requests, track follow-up, and implement process improvements to reduce delays.

1. Bachelor’s degree in Business or Office Administration, Operations Management, or Supply Chain Management.
2. Proven administrative experience within a production or supply chain environment.
3. Strong analytical capabilities.
4. Proficiency in SAP and Microsoft Office Suite.
5. Excellent communication and cross-functional collaboration skills.
6. At least 5 years of experience in a similar administrative role.
7. Experience in the agricultural or seed industry is considered an advantage.