Administrative Assistant / Junior Quantity Surveyor at Shine Maritime

Our Promise: We move what matters most across Africa; the cargo that saves lives, feeds nations, builds infrastructure, and fuels progress. We are looking for a Sales & Technical Proposal Representative who turns Africa’s toughest routes into roads of opportunity.

The Opportunity

• We are seeking a junior level (1 to 2 years) sales professional with strong technology skills to join our team as a Technical Proposal Writer. The ideal candidate has demonstrated experience drafting winning, detail-oriented proposals for the Oil & Gas sector, UN agencies, NGOs, and international development organizations.
• You will lead the end-to-end proposal development process – from RFP analysis to submission – while embodying our C.A.R.E Culture.

What We Expect From You (Your C.A.R.E Profile)

• C – Client-Centric: You respond within 15 minutes or when needed, prioritize client needs above all, and communicate fast with urgency.
• A – Attitude: You bring solutions, not excuses. You own mistakes, stay positive under pressure, and always show initiative.
• R – Responsible: You solve problems before they reach the client and fix root causes, not just symptoms.
• E – Empathy: You listen first, then act. You understand the unique challenges of clients in Africa, and you act with ethics and real-world awareness.

Your Key Responsibilities (Admin. Assistant)

• Assist the proposal team in end-to-end proposal development, including formatting, editing, proofreading, and submission of documents for Oil & Gas, UN agencies (WFP, UNICEF, UNDP), and international donors (USAID, EU, FCDO).
• Support the analysis of RFPs, RFQs, ITBs, and call for proposals by organizing documents, tracking deadlines, and maintaining compliance checklists aligned with Shine Maritime’s logistics and supply chain capabilities.
• Help ensure that all submissions follow donor guidelines, humanitarian standards (CHS, SPHERE), and UN Sustainable Development Goals by reviewing document formatting and required attachments.
• Coordinate communication and document collection with consortium partners, consultants, and sub-grantees, including scheduling meetings, sharing files, and tracking action items.
• Maintain and update the proposal CRM database, including logging past submissions, organizing boilerplate content, and recording donor intelligence.
• Support internal capacity-building efforts by preparing training materials, scheduling workshops, and documenting best practices for proposal writing.

What You Bring (Admin. Assistant)

• Education: Bachelor’s degree in Business Administration, Office Management, Secretarial Studies, International Development, Logistics, or a related field.
• Experience: We are looking for a detail-oriented and organized administrative professional with 1–2 years of experience in an office support or coordination role, preferably within logistics, development, or a corporate environment. You are proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Drive), with a willingness to learn AI tools and proposal management software. You thrive under deadlines, communicate clearly, and enjoy collaborating across teams to ensure smooth operations.

Key Attributes:

• Strong organizational and time-management skills
• Excellent written and verbal communication
• Ability to handle multiple tasks and prioritize effectively
• High attention to detail, especially for document formatting and compliance checks
• Proactive, reliable, and comfortable working in a fast-paced environment

Your Key Responsibilities (Junior Quantity Surveyor)

• Support end-to-end cost estimation and bill of quantities (BoQ) preparation for logistics and supply chain proposals targeting Oil & Gas, UN agencies (WFP, UNICEF, UNDP), and international donors (USAID, EU, FCDO).
• Analyze RFPs, RFQs, ITBs, and call for proposals to identify cost-related requirements, pricing schedules, and contractual terms aligned with Shine Maritime’s logistics and supply chain capabilities.
• Ensure compliance with oil and gas / donor procurement guidelines, humanitarian standards (CHS, SPHERE), and UN Sustainable Development Goals in all cost and contract documentation.
• Coordinate with consortium partners, consultants, and sub-grantees to collect pricing inputs, verify cost data, and ensure alignment with bid requirements.
• Maintain a cost database (past bid pricing, supplier rates, logistics cost models, and donor intelligence) to support accurate and competitive proposals.
• Support internal teams on best practices for cost estimation, contract risk assessment, and compliance with procurement regulations.

What You Bring (Junior Quantity Surveyor)

• Education: Bachelor’s or Diploma in Quantity Surveying, Construction Economics, Civil Engineering, or a related field.
• Experience: We are looking for a detail-oriented and analytical Junior Quantity Surveyor with 1–2 years of experience in cost estimation, BoQ preparation, or contract administration – preferably in logistics, construction, Oil & Gas, or donor-funded projects. You are proficient in MS Excel, Google Sheets, and cost estimation software (or willing to learn). Familiarity with AI tools for data analysis is a plus. You thrive under deadlines, work well in cross-functional teams, and have a strong understanding of procurement compliance and contract terms.

Key Attributes:

• Strong numerical and analytical skills
• Attention to detail in cost breakdowns and compliance checks
• Ability to read and interpret RFPs, tender documents, and contracts
• Effective communication with partners and internal teams
• Proactive, ethical, and committed to accuracy

Salary Range & Benefits: Starting Ksh 20K–30K + Commissions, Bonuses & Perks, Training, Medical Cover, Vacation / Commissions typically add KSh 5K–15K based on successful bids.