Office/Administrative Assistant at NCBA CLUSA

Administrative Jobs, Jobs in Kenya,

Reports to: Finance & Administration Manager
Second level report: Chief Project Manager
Post: Nairobi, Kenya

Scope and purpose:

The Office / Administrative Assistant provides administrative, logistical, and operational support
to the Administration and Finance function of the project. The position requires strong
organizational, communication, and coordination skills, as well as flexibility and the ability to
work effectively with staff at all levels of the organization, external vendors, and service
providers. A high level of discretion and sensitivity to confidential matters is required. The
Office / Administrative Assistant supports the smooth day-to-day operation of the project office
and contributes to effective project implementation through timely administrative and logistical
support in compliance with organizational policies, donor regulations, and local laws.

Essential areas of responsibility

• Provide support to procurement processes, including receiving invoices, preparing payment documentation, liaising with vendors, and ensuring that all required supplies and services are properly documented and available.
• Support the preparation, tracking, and follow-up of purchase requests and purchase orders in accordance with organizational and donor policies.
• Provide support in the management of office maintenance, utilities, telephone, and internet services.
• Prepare, organize, and distribute minutes of project and staff meetings as required.
• Maintain up-to-date inventories of office equipment, project assets, consumables, and office supplies, including regular updates to asset and stock registers.
• Provide support and follow-up for service and goods requests, travel arrangements, per diems, and travel expense liquidations for project staff.
• Ensure proper organization and maintenance of physical and electronic filing systems for administrative documents, correspondence, reports, and meeting records.
• Ensure office equipment is maintained in good working order and that adequate stocks of office supplies are available at all times.
• Maintain and update vehicle fuel and mileage logs where applicable.
• Support preparation of routine administrative and operational reports for the project office.
• Ensure that all supporting documentation for payments, reports, and audits is complete, accurate, scanned, and properly archived.
• Perform other duties as assigned by the supervisor to support project operations.

Qualifications:

To perform this job successfully, the individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or
abilities required.

Education and experience

• Post-secondary or university-level studies in Administration, Business Management, Accounting, Finance, or a related field.
• Minimum of three (3) years of experience in administrative or office support roles, preferably within international development or donor-funded projects.
• Experience supporting procurement, logistics, office administration, and documentation processes.
• Experience handling travel arrangements, perdiems, advances, and expense liquidations.
• Experience maintaining filing systems, inventories, and asset registers.
• Prior experience working on donor-funded projects is preferred.

Skills and abilities

• Strong administrative and organizational skills with high attention to detail.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Working knowledge of administrative, procurement, and basic financial procedures in international development projects.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Ability to prioritize tasks, manage multiple requests, and meet deadlines with minimal supervision.
• Strong interpersonal skills and ability to work effectively with diverse teams andstakeholders.

PHYSICAL DEMANDS:
While performing the duties of this job, the employee is regularly required to sit, use hands to write
or type, use arms to reach for items and turn head to speak and/or hear others. The employee will
frequently walk, reach, stoop, push and pull up to 20 lbs and lift up to 10 lbs. Specific vision
abilities required by this job include close vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:
The noise level in the work environment is usually moderate and should remain low to moderate
during normal business hours. The work environment characteristics described herein are
representative of those an employee encounters while performing the essential functions of this
job within an office setting. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions of the position.
This job description should not be interpreted as all-inclusive. It is intended to identify the major
responsibilities of this job. The incumbent may be required to perform job-related responsibilities and
tasks other than those stated in this description, commensurate with the needs of the organization. As a
minimum, the job description will be reviewed and revised as necessary in conjunction with the incumbent’sannual performance review.

How to Apply
Interested candidates are encouraged to submit their CV and cover letter by emailing them
to jobapplicationsFIYMA@ncbaclusa.net with CC to procurementFIYMA@ncbaclusa.net
not later than close of business (5:00 PM EAT) on Friday, January 16, 2026 with the
subject being – the title of the job