Admin Assistant providing front office and facilities management support, requiring a Bachelor’s degree in Business Administration with 2-5 years administrative experience, in an international NGO environment, on-site role.
Key Responsibilities
Front
office & facilities management
- Serve as a point of contact for regional staff and external
stakeholders
- Answering Phone calls
- Receive in-person visitors
- Receiving posts and distributing them amongst appropriate staff
- Manage service provider contracts (leases, internet, office
cleaning, office plants, etc).
Travel
and event logistics
- Arranging international and domestic travel for staff and visitors
(e.g., flights, travel insurance, visas, and accommodation).
- Assist in the organization and logistics of workshops or meetings
for office events
Archiving
and data management
Maintaining
both physical and digital filing systems, drafting correspondence, and managing
incoming/outgoing mail.
Procurement
support and asset management
- Procure and manage inventory and supplies. i.e. stationery, kitchen
items, cleaning items
- Manage all assets (tagging, tracking, maintenance, disposal)
- Ensure Asset insurances are up to date
- Vendor Management: track contracting and performance of contracted
vendors
- Secretary to the Country Procurement Committee: schedule meetings,
record minutes and ensure action points are closed
Staff
onboarding assistance
Assisting
with staff onboarding (e.g., providing administrative guidance, desk allocation
and orientation).
Legal
Compliance
- Monitor adherence to Operational Safety and Health Requirements
- Renew business permits and fire safety certification
Process
payments
- Manage office petty cash float.
- Process vendor payments in a timely manner
- Prepare payment and purchase requests for assigned purchases.
Specifications
This
is a position for nationals or residents of Kenya with the following
requirements:
- Bachelor’s degree in business administration, Office Management,
Secretarial Studies, or a related field.
- 2-5 years of administrative or office support experience, preferably
in a regional or multinational environment.
- Positive, can-do attitude with proactive approach and strong social
skills for diverse team collaboration.
- Experience supporting senior managers or leadership teams is an
advantage
- Fluent in English; professional knowledge of French is an asset
Skills & Competencies
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft 365 applications (Outlook, Word, Excel,
PowerPoint, Teams).
- Ability to manage multiple tasks and prioritize effectively.
- High attention to detail and accuracy.
- Strong interpersonal and stakeholder management skills.
- Ability to handle confidential information with discretion.
- Problem-solving and proactive coordination skills.
How to Apply
