Administrative Assistant

ADMINISTRATIVE ASSISTANT

Scope:                         Africa region, with responsibility for Kenya, Uganda, Niger Country Offices.

Location:                     Nairobi, Kenya  

Hours:                         Full Time (40 Hours Per Week)

Reports to:                  Administration Manager

Team:                          People & Culture

Contract Type:             Fixed – Term

Term:                           This appointment is for an initial term of one year, with possibility of renewal subject

                                      to funding availability, performance and organizational needs.

Deadline:                     06 September 2026

ROLE PURPOSE

The Administrative Assistant will support the Administration function of the Kenya Office (manages Kenya, Uganda, Niger Country Offices) in ensuring efficient office operations and compliance with organisational processes. The role will assist with front office and facilities management, travel and events logistics, archiving, procurement support, asset management, legal compliance, budget tracking and payment processing

KEY RESPONSIBILITIES

The key responsibilities of the role include:

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.

PERSON 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.

What we offer

This position will be based at our office in Nairobi.  We offer a stimulating work environment in a professional international organization with very dedicated staff. We offer a local contract based on Hivos local labour conditions, with remuneration commensurate with the experience and expertise.

Hivos welcomes International & Regional applicants but can only offer a position to only those with a valid work permit for Kenya.

Want to apply?

Please submit a cover letter (maximum 1 page) and CV (maximum 2 pages) as soon as possible by clicking the ‘Apply for This Job’ button. Applications are being received until September 6, 2026, midnight EAT.

Hivos reserves the right to close the position before the application deadline if a suitable candidate is identified. Therefore, interested candidates are encouraged to apply as early as possible.

Our values and commitment to safeguarding

Hivos is committed to promoting equality, diversity, and inclusion in the workplace, and strives to be representative of all sections of society. We know that different perspectives, experiences, and competences are key for Hivos to be a relevant, capable, and successful organization. Hivos therefore strives to recruit staff with diverse backgrounds and lived experiences.  

Hivos is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and partners with whom Hivos engage. 

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Hivos also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. When you submit an application, you confirm your understanding of these recruitment procedures.