Administrative Associate Job in Kenya

The Administrative Associate is responsible for providing comprehensive administrative, HR and financial support to the Kenya office, ensuring smooth operations. The role includes front-office management and cross-departmental support (e.g., P&C & Repayments) during lighter administrative periods.

Key Responsibilities:

Office Administration

Manage the front office: greet visitors, handle inquiries, and direct communications.
Answer, screen, and forward phone calls; provide accurate information via phone/email.
Procure and maintain office supplies, equipment, and inventory.
Organize meetings, workshops, and travel logistics (accommodation, visas, transport).
Maintain office cleanliness, office plants maintenance, safety, and security protocols.
Manage all suppliers, vendors and service providers.
Ensure all registers are properly filled and submit summary reports to the Country Director (Staff register, complaints register, visitors register).
Manage all queries received on the official office email channel.
Assist other departments during peak periods or as assigned.

People & Culture Support

Assist with recruitment coordination: Schedule interviews and prepare interview materials – ensure a smooth candidate experience.
Support employee onboarding/offboarding.
Maintain HR records: Update employee files (personal details, leave records, certifications) – ensure confidentiality of HR data per Chancen’s policies.
Assist with staff welfare initiatives: Coordinate team events, birthdays, or wellness activities.
Support training coordination: Schedule training sessions, book venues, and track attendance.

Financial Administration

Process payment requests and maintain records of office expenses.
Reconcile transactions and support the finance team with audit preparations.
Update and manage fixed assets register.
Assist in budget tracking and generate expense reports.
Support in procurement process.

Compliance & Reporting

Ensure adherence to organizational policies and statutory requirements.
Maintain accurate records and generate administrative/logistical reports.

Requirements

Required Qualifications and Experience

Diploma/Certificate in Business Administration, HR, or Finance.
2+ years in office administration, with additional experience in basic HR processes or finance/bookkeeping knowledge.
Familiarity with labor laws or compliance requirements in Kenya (advantageous).
Interest in employee engagement and workplace culture.
Proficiency in MS Office (advanced Excel for financial tasks).
Experience with Salesforce or similar CRM systems. Experience with HRIS systems is advantageous.
Strong attention to detail and commitment to accuracy.
Strong organizational and time-management skills.
Ability to work independently and prioritize tasks effectively.
Passion for using data to improve operational efficiency and decision-making