Office, Sales and Marketing Assistant

Job title: Office, Sales and Marketing Assistant.

Division/Department/Section/Unit: Administration

Position reporting to: – Factory Unit Manager

Position responsible for: N/A

OVERALL RESPONSIBILITY:

Provide full secretarial and office administrative support to the Factory Manager and the Senior Management team ensuring office/reception operations are efficiently handled. The role will also include administration responsibilities related to sales and marketing of Shagasha teas.

KEY TASKS:

Secretarial and Administrative Support

• Welcoming visitorsand general receptionist duties, providing assistance, and ensuring a professional office environment.
• Undertake general secretarial duties including receiving and directing guests and clients visiting Shagasha.
• Answer calls and respond to e-mails received via the company’s information e-mail account.
• Managing incoming and outgoing communication and channeling them to the appropriate office for action. This includes receiving and directing incoming calls, letters and e-mails received via the company’s information email account and following up to facilitate timely feedback.
• Book meeting rooms, prepare the conference room in advance of meetings and take minutes during meetings if required to do so.
• Manage transport and accommodation arrangements for the senior managers ensuring optimum cost control.
• Manage and monitor utilization of the office stationery and printing materials and ensure adequate stocks are maintained and accounted for.
• Develop and maintain an office filing system whilst ensuring administrative records are accurate, up to date and timely filed.
• Assist the Factory & Field Managers to prepare and distribute any official correspondence.
• Generate and disseminate field production and efficiency reports based on data provided by the field management teams
• Maintain an up to date key contact information list of clients, suppliers and partners as may be required.
• Supervise and ensure cleaning of the offices are efficiently done and in a timely manner by the responsible cleaning staff or outsourced cleaning company as may be applicable.

Basic Marketing and Logistics Administration Support –

• Monthly MT price calculation for forward contracts and circulation within 2 days after the last auction of the month.
• Maintain a weekly MT stock listing indicating free stocks, stocks allocated to Mombasa auction and stocks allocated to direct buyers.
• Liaise with the factory teams and third-party MT transporters to ensure smooth and regular transport of teas from the factory to the assigned warehouses and/port and review weekly transport reports.
• Accurate computation of weekly made tea (MT) offer prices, circulation by end of day Wednesday, separation of EXW and FOB offers and timely response to the customers’ confirmations.
• Liaise with the respective warehouse teams for details on arrival, storage, release, and weekly warehouse MT stocks reports.
• Liaison with the Mombasa auction tea brokers for tea samples to/from them and the factories.
• Weekly allocation and distribution of MT offers to the Mombasa auction and in ITTS system.
• Liaise with the factory teams and ensure Tea samples are dispatched in a timely manner with complete details shared with customer. Develop and manage a weekly tracker of samples approval status.
• Timely preparation and circulation of clients’ contracts, invoices, and Shipping instruction.
• Liaise with the respective factories, Government agencies/departments, warehouse, shipping agents and collate all the requisite documents for shipments as required by the clients.
• Verifies shipping documents from the shipping agents in liaison with the clients for onward dispatch to the customers of the final documents.
• Tracks and follows through all shipments ensuring target vessel is adhered to and documentation is complete and accurate.
• Prepares weekly shipping updates and circulates to each customer.
• Responsible for the establishment and management of Key Performance Indicators for 3rd Party logistics service providers and reviews during improvement meetings.
• Responsible for the implementation of the Service Level Agreements for 3rd service providers.
• Interprets customer service performance measures and takes necessary actions for example customer case fill on time.
• Establish accountability and action plan for reducing customer service losses.
• Prepares and shares status of allocated contracts with the Marketing, Finance and Factory teams.
• Follow up clients for settlement of their invoices within the agreed contract terms.
• Maintain a weekly/monthly MT sales and debtors listing.
• Prepare monthly sales reports for distribution to the factories.
• Prepare monthly MT production reconciliations.
• Liaise with all factories on their procurement needs and secures quotes for comparison before engagement.
• Liaise with clients to ensure efficient communication, resolution of clients’ queries, needs and requests.
• Performing any other duty as may be assigned from time to time.

Key qualifications and training:

• At least a diploma  in Office Management and Secretarial studies.
• Possession of a degree in Office Management, Public Administration and/or Marketing may be an added advantage.
• At least 4 years of progressive work experience in carrying out administrative tasks or similar responsibilities.
• Ability to multitask and work under pressure and with minimum supervision.
• Good communication skills – written and verbal. Oral proficiency in English and Kinyarwanda is a requirement.
• Good organization and time management skills
• Computer literacy and familiarity with the standard office applications.

Interested candidates who meet the above minimum requirement for this job are required to send or submit their applications addressed to the Managing Director of Shagasha Tea Company LTD at the reception of SHAGASHA Tea Company or on Email Address: recruitment@shagashateas.com not later than 14th November 2024 at 5:PM, the application should be accompanied by the following :

• Academic Certificates
• Curriculum Vitae (CVs) with at least three referees.
• Any other relevant testimonials.