Summary: Office Manager & Admin role at CHASP Advisory in Nairobi, overseeing office operations, executive support to the Global Director, and logistics coordination. Requires a Bachelor’s degree in Business Administration or related field with 3–5 years’ experience in office administration or executive support. Full-time, on-site role. Apply by 31st August 2026.
Position Overview
- The Office Manager & Administrator will provide efficient,
proactive, and professional administrative support to CHASP Advisory’s
staff, consultants, clients, partners, and visitors. The role will support
smooth office operations, front office management, logistics coordination,
records management, meeting support, procurement documentation, and
general administrative services.
- In addition, the role will provide confidential, high-level and
responsive executive assistance to the Global Director, including calendar
management, travel coordination, meeting preparation, correspondence
support, follow-up on action points, document handling, and coordination
with internal and external stakeholders.
- The position requires excellent judgement, confidentiality,
attention to detail, professionalism, tact, and the ability to anticipate
needs in a fast-paced professional environment.
Purpose of the Position:
- The purpose of this role is to ensure the smooth running of CHASP
Advisory’s office operations while providing reliable, confidential, and
well-coordinated support to the Global Director. The position supports
office administration, communication, logistics, record management,
meeting coordination, procurement documentation, and effectiveness across
the organization.
Key Responsibilities
Front
desk support
- Welcome and assist visitors, clients, staff, consultants, suppliers,
and partners upon arrival at the office, ensuring a warm and professional
reception experience.
- Maintain a pleasant, organized, and secure reception area that
reflects the professional image of CHASP Advisory.
- Notify relevant staff of visitor arrivals, manage visitor sign-in
procedures, and support compliance with office access protocols.
- Manage the reception desk, including receiving calls, responding to
routine enquiries, directing callers appropriately, and recording messages
accurately.
- Support appointment coordination, meeting room bookings, and visitor
assistance as required.
- Prepare, update, and maintain contact databases for partners,
clients, stakeholders, consultants, suppliers, and other institutional
contacts.
- Receive, sort, and distribute incoming mail, courier items, and
packages to the appropriate recipients or departments in a timely manner.
- Prepare outgoing mail and packages, including dispatch documentation
and scheduling courier services where necessary.
- Maintain accurate records of incoming and outgoing mail, deliveries,
and courier transactions for retrieval and audit purposes.
Office
Administration and Logistic Support
- Support office management by ensuring the office is well-maintained,
clean, organized, safe, and adequately equipped for the team’s optimal
use.
- Monitor office supplies, stationery, sundries, merchandise,
equipment, and consumables, ensuring timely replenishment and proper
issuance to staff.
- Maintain accurate records of office supplies, office equipment,
furniture, and materials issued or allocated to staff.
- Prepare monthly analysis of office supplies, stationery, and
consumables to support planning and efficient use of resources.
- Coordinate local, regional, and international travel for team
members, consultants, visitors, and the Global Director, including
bookings, itineraries, accommodation, transport, visas, and travel
documentation where applicable.
- Support official field, Nairobi-based, regional, and international
logistics for staff, consultants, and visitors as required.
- Follow up on office insurance, licenses, service agreements,
maintenance schedules, and renewal timelines, escalating upcoming
deadlines to the Head of Finance and Administration.
- Support staff and consultants with administrative arrangements for
workshops, trainings, meetings, and other official engagements.
- Assist in ensuring value for money and appropriate due diligence in
office logistics, venue selection, supplier engagement, and service
coordination.
Executive
Support to the Global Director
- Provide day-to-day administrative support to the Global Director,
ensuring priorities, meetings, correspondence, and commitments are well
coordinated.
- Manage the Global Director’s calendar, including scheduling
meetings, appointments, calls, travel arrangements, reminders, and key
commitments.
- Act as the first point of administrative contact for the Global
Director, managing routine correspondence, screening requests, and
ensuring timely follow-up.
- Manage diary requirements, resolve scheduling conflicts, and ensure
the Global Director is adequately prepared ahead of meetings and
engagements.
- Prepare meeting packs, briefing notes, agendas, presentations,
minutes, and follow-up trackers for meetings involving the Global Director
and senior management.
- Draft, format, proofread, and organize correspondence, letters,
reports, presentations, and other documents on behalf of the Global
Director as requested.
- Track delegated actions, decisions, and deadlines arising from
meetings, ensuring follow-up with responsible persons and timely updates
to the Global Director.
- Coordinate communication between the Global Director and internal
teams, consultants, board members, partners, clients, and external
stakeholders.
- Support special projects, leadership meetings, and strategic
assignments by organizing documents, compiling inputs, and tracking
progress where requested.
- Maintain strict confidentiality when handling sensitive
organizational, personnel, financial, strategic, and partner-related
information.
Meeting,
Event and Travel Coordination
- Schedule and coordinate internal and external meetings, conferences,
workshops, trainings, and events when required.
- Prepare agendas, meeting materials, attendance lists, name tags,
stationery, presentations, and other documentation required for meetings
and events.
- Take accurate meeting minutes, circulate approved minutes, and
maintain action trackers to support timely follow-up.
- Manage meeting and event logistics, including catering, venue
set-up, transport, accommodation, equipment, interpretation, printing, and
other administrative arrangements.
- Coordinate with vendors and service providers to ensure meetings and
events are delivered on time, within budget, and to the required standard.
- Support HR with pre-arrival arrangements and onboarding logistics
for new staff, consultants, and visitors where applicable.
- Support travel planning and documentation for meetings, field
visits, events, workshops, and official assignments.
Records,
Filing, and Data Management
- Update and maintain office records, administrative registers,
trackers, databases, contact lists, and filing systems.
- Maintain organized electronic and hard copy filing systems for
administrative, procurement, travel, meeting, supplier, and office
records.
- Perform data entry tasks accurately and ensure records are complete,
current, and easily retrievable.
- Maintain allocation records for office equipment, furniture,
stationery, and supplies issued to staff.
- Keep accurate records of meeting minutes, action trackers, visitor
logs, courier records, travel documents, and other administrative records.
- Handle confidential documents with discretion and ensure appropriate
storage, access control, and disposal of sensitive information.
- Support the preparation of routine administrative reports, trackers,
summaries, and updates for management review.
Procurement,
Finance and Supplier Support
- Maintain an updated invoice register from suppliers and submit
monthly invoice tracker reports to the Finance Department.
- Support procurement processes by obtaining quotations, preparing
comparison summaries, and maintaining procurement documentation.
- Maintain updated supplier and vendor records, including contacts,
contracts, service schedules, and performance notes where applicable.
- Support sourcing, vetting, and pre-qualification of suppliers and
vendors in line with organizational procurement procedures.
- Support petty cash, expense documentation, travel expense
submissions, and invoice follow-up in coordination with the Finance
Department.
- Ensure all administrative, supplier, procurement, and
finance-related documentation is filed accurately and submitted within
required timelines.
- Follow up with suppliers and service providers on documentation,
delivery timelines, invoices, and administrative requirements.
Other
Duties
- The duties and responsibilities set out above are not exhaustive.
The role holder may be required to perform other reasonable duties
consistent with the purpose of the role, their level of skills and
experience, and the evolving operational needs of CHASP Advisory.
Qualifications, Experience
and Skills
Minimum
Qualifications and Experience:
- Bachelor’s degree in Business Administration, Business Management,
Office Administration, Diploma or Secretarial Studies, Communications or a
related field.
- At least 3 – 5 years of relevant experience in office
administration, executive assistance, front office management or
administrative support.
- Experience supporting a senior executive, director or leadership
team will be an added advantage.
- Proficiency in Microsoft Office applications, online meeting
platforms, email, calendar management tools and basic office technology.
Key
Competencies:
- Excellent organizational, planning and time management skills.
- Strong written and verbal communication skills, with the ability to
interact professionally with diverse stakeholders.
- High level of discretion, confidentiality, integrity and
professionalism.
- High level of emotional intelligence and maturity.
- Ability to multitask, prioritize competing demands and work with
minimal supervision.
- Attention to detail, accuracy and a strong follow-through
orientation.
- Customer service mindset and ability to maintain calm, courteous and
solution-focused communication.
- Ability to work respectfully in a multicultural environment and
uphold organizational values and policies.
Working
Relationships:
- Reports administratively to the Head of Finance and Admin and
provides direct personal assistant support to the Global Director.
- Works closely with Finance, HR, Program, Communication, Business
Development departments, consultants, suppliers, clients, partners and
visitors.
How to Apply
Send your resume and cover
letter to: advisory@chasp.co.ke by 31st
August 2026.
