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.