# Admin Assistant Job Hivos Canonical URL: https://primejobalerts.com/jobs/admin-assistant-job-hivos Company: Hivos Category: Administration & Office Support Location: Kenya Work type: Full-time Work arrangement: On-site Published: 2026-09-04 Expires: 2026-10-19 ## 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 ## Apply Use the canonical Prime Job Alerts page for full application instructions and source verification.