Admin Assistant Job Hivos

Job description

Administration Jobs. Hivos Jobs. 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

Click Here to Apply