Background information about the job or company (e.g., role context, company overview)

Mini Group is a dynamic, multi-industry conglomerate with a strong presence across East Africa. We specialize in diverse sectors including baking, real estate, construction, telecommunications, energy, auto spares, hospitality, manufacturing, trading, and microfinance.

Position Summary

Reporting to the Procurement & Business Development Director, the Sales Administrator will provide administrative and operational support across procurement, supplier coordination, and business development activities. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities within a fast-paced commercial environment.

Responsibilities or duties

Key Duties & Responsibilities

Procurement Administration & Order Management

• Prepare and process purchase orders (POs) based on approved instructions.
• Maintain procurement trackers with real-time updates on suppliers, order status, delivery timelines, and payment terms.
• Organize and maintain import documentation, supplier files, and procurement records.
• Track supplier confirmations, invoices, and shipping documentation while flagging discrepancies promptly.

Supplier Coordination & Relationship Support

• Coordinate routine supplier communication including order confirmations, shipping updates, and document requests.
• Schedule supplier meetings, prepare meeting minutes, and track action points to completion.
• Follow up on outstanding supplier issues including quality concerns, delays, and documentation gaps.

Business Development & Commercial Support

• Maintain and update the business development pipeline tracker.
• Prepare meeting packs, company profiles, product portfolios, and supporting documentation for commercial engagements.
• Coordinate logistics for supplier, distributor, and principal meetings or visits.
• Maintain digital records of agreements, contracts, and partnership documentation.

Reporting, Governance & Administrative Support

• Coordinate weekly alignment meetings, prepare agendas, circulate minutes, and track action items.
• Ensure all procurement and commercial records remain audit-ready and properly version-controlled.
• Provide general administrative support to the Procurement & Business Development Director.

Qualifications or requirements (e.g., education, skills)

Qualifications & Experience

• Diploma or Degree in Business Administration, Procurement & Supply Chain Management, Commerce, or related field.
• Minimum 4 years’ administrative experience, with at least 2 years supporting procurement or supply chain operations.
• Experience supporting senior management or C-suite executives is highly desirable.
• Strong exposure to procurement coordination, supplier management, and commercial administration.

Key Skills & Competencies

• Exceptional organizational and coordination skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy in documentation management.
• Ability to manage multiple trackers, deadlines, and priorities simultaneously.
• Strong follow-through and proactive problem-solving skills.
• Professionalism, emotional intelligence, and ability to handle confidential information.
• Ability to work efficiently under pressure in a fast-paced commercial

• Prepare and process purchase orders (POs) based on approved instructions.
• Maintain procurement trackers with real-time updates on suppliers, order status, delivery timelines, and payment terms.
• Organize and maintain import documentation, supplier files, and procurement records.
• Track supplier confirmations, invoices, and shipping documentation while flagging discrepancies promptly.
• Coordinate routine supplier communication including order confirmations, shipping updates, and document requests.
• Schedule supplier meetings, prepare meeting minutes, and track action points to completion.
• Follow up on outstanding supplier issues including quality concerns, delays, and documentation gaps.
• Maintain and update the business development pipeline tracker.
• Prepare meeting packs, company profiles, product portfolios, and supporting documentation for commercial engagements.
• Coordinate logistics for supplier, distributor, and principal meetings or visits.
• Maintain digital records of agreements, contracts, and partnership documentation.
• Coordinate weekly alignment meetings, prepare agendas, circulate minutes, and track action items.
• Ensure all procurement and commercial records remain audit-ready and properly version-controlled.
• Provide general administrative support to the Procurement & Business Development Director.

• Exceptional organizational and coordination skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy in documentation management.
• Ability to manage multiple trackers, deadlines, and priorities simultaneously.
• Strong follow-through and proactive problem-solving skills.
• Professionalism, emotional intelligence, and ability to handle confidential information.
• Ability to work efficiently under pressure in a fast-paced commercial environment.

• Diploma or Degree in Business Administration, Procurement & Supply Chain Management, Commerce, or related field.
• Minimum 4 years’ administrative experience, with at least 2 years supporting procurement or supply chain operations.
• Experience supporting senior management or C-suite executives is highly desirable.
• Strong exposure to procurement coordination, supplier management, and commercial administration.