Administration Assistant NGO Job Heifer International

Function

The Administration Assistant plays a vital role in ensuring the smooth and efficient operation of internal processes and providing essential support to program teams. Serving as the primary point of contact for all staff, this role offers general administrative support to the Kenyan country office and responds to employee inquiries with a focus on service excellence.

Key responsibilities include managing daily office tasks, maintaining filing systems, tracking office inventory, and preparing regular reports such as summaries of office expenses budget. The Administration Assistant is also expected to uphold organizational policies and procedures in all aspects of their work.

Reporting to the Operations Director, this role supports a wide range of operational and administrative activities, including travel coordination, event planning, procurement, insurance, office and facility management, and fleet operations. The position involves interaction with both internal and external stakeholders, making strong customer service skills critical for success.

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Key Responsibilities

Office and Facility Management (25%)

• Serve as the first point of contact for internal and external parties.
• Order office supplies, manage inventory, and handle asset tagging, verification, and disposal.
• Maintain both physical and electronic filing systems.
• Ensure compliance with Quality Management System (QMS) and Occupational Health & Safety requirements.

Fleet and Asset Management (20%)

• Coordinate the use of internal pool car and driver scheduling.
• Oversee motor vehicle insurance, scheduled maintenance, and service records.
• Coordinate outsourced car rental services as required.
• Maintain fuel usage and vehicle documentation.

Travel and Logistics Coordination (20%)

• Manage employee travel arrangements, including flights and hotel bookings through approved vendors.
• Prepare travel itineraries and follow up on confirmations.
• Maintain travel records for reconciliation and reference.

Event and Meeting Coordination (15%)

• Organize and facilitate meetings, workshops, and conferences.
• Support logistics such as venue setup, catering, materials, and attendee coordination.
• Attend and coordinate committee meetings, documenting proceedings when needed.

Reporting and Documentation (15%)

• Prepare regular reports on administrative expenses and office budget utilization.
• Track expenditures for office supplies and fleet-related costs.
• Ensure accuracy and timeliness in reporting to the Operations Director.

Any Other Assigned Function (5%)

• May perform other job-related duties as assigned.

Qualifications

• Bachelor’s degree in relevant field (Business, Administration, Logistics Management).
• 3–4 years experience in a similar position.

Minimum Requirements

• Relevant administration/logistics qualifications and certifications.

Key Behavioural Competencies

• Accountability
• Professional Excellence
• Humility
• Customer Orientation
• Empathy
• Innovation

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How to Apply

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