Job Purpose
The Administration Support Officer will provide administration support services for the Nairobi office, supporting the day-to-day management of administrative and logistics processes efficiently and professionally.
Main Duties and Responsibilities
Visitor’s Relations
- Managing and screening all visitors to the office in collaboration with security guards and directing them to the relevant staff member.
- Answering the switchboard and forwarding calls to the relevant staff member
- Sending mail through courier and ensuring that mails are managed in a cost-efficient manner as per laid down guidelines.
- Daily checking the Nairobi admin email address and forwarding emails as appropriate.
- Ensure the smooth running of the office, phone, internet, office furniture, equipment and supplies by making sure bills are paid on time.
Administration:
- Accommodation bookings in Nairobi for staff and visitors, ensuring that all staff and visitors are advised in advance of where they will be staying
- Booking airport pick-up and drop-off for visitors
- Issuing a temporary phone to visitors, if necessary; ensuring that it is returned when the visitors leave; ensuring the asset issue form is signed for phones
- Top-up prepaid visitor phone lines, as required
- Maintain an emergency contact card and issue it to visitors on arrival
- Managing the scheduling of bookings for meeting rooms
- Prepare payments for administration services, e.g., accommodation, telephone, flights; for telephone, ensuring that staff identify personal calls and are charged for them
- Prepare payments for utilities for electricity, gas, water – post-paid and pre-paid; for pre-paid monitoring consumption and ensuring that top-ups are made before funds run out
- Maintain the key-holder/office opening/closing board
- Maintain the office notice board with up-to-date information
- Ensuring that paper recycling boxes are emptied regularly and that the paper is dispatched to the recycling facility
- Ensuring the printers and photocopies have adequate paper and toners; monitoring usage; facilitating replacement of toners.
- Perform other admin duties such as filing and photocopying admin-related documents
- Receive daily milk and newspaper supplies
- Support in data entry work for the Kenya Finance Team
- Support in Logistics processes (facilitate signing of field-related documents, prequalification process, issuing stock adjustment reports)
- Support in tagging office inventory
- Support in tracking office supplies stock and place orders (milk, newspaper, kitchen supplies, stationery store supplies, toners, printing papers, handwashing soap/foams, sanitizers)
Stores:
- Management of the admin mini-stores, which contain stationery, food items, and cleaning materials; maintaining store records, keeping the stores clean and tidy, and ensuring that adequate stock levels are maintained.
- Issue monthly stock reconciliation reports for the admin mini-stores.
Responding to Emergencies:
- Participate and contribute as necessary towards Concern’s Emergency response as and when necessary
- Comply with Concern’s health, safety, and security guidelines during emergencies
Code of Conduct and Associated Policies:
- To adhere to the standards of conduct outlined in the Code of Conduct and associated policies
- To support and promote the standards outlined in the CoC and associated policies to their team, partner organization’s and beneficiaries, and be committed to providing a safe working environment
Person Specification
Minimum Education, Qualifications & Experience Required:
- Diploma or higher-level qualification in Business Administration, Office Management, or other related discipline
- Minimum of 2 years’ experience in office administration, management, or logistics activities.
- Strong professional initiative, self-confidence, oral communication, and interpersonal skills.
- Previous experience in an international NGO is an added advantage.
- Computer-literate in Microsoft Word and Excel
- Excellent interpersonal and communication skills.
- Excellent writing and oral skills in English and Kiswahili
- Good interpersonal, organizational, and communication skills
Preference will be given to candidates who have:
- Previous experience of working in an NGO and /or Concern
- Team Player with the ability to work under pressure
- Confidentiality, Integrity, and the ability to handle sensitive situations
- Ability to be flexible/adaptable in the face of changing priorities
- High integrity and demonstrated ability to follow standards and policies
- Commitment to humanitarian principles and values
- Commitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies
Competencies required:
- Communicating and working with others
How to Apply
Interested candidates who meet the above requirements should send a detailed CV with three referees and a Cover Letter Only to nairobi.hr@concern.net with the subject of the email as ‘Administration Support Officer- Nairobi’ on or before Tuesday, 4th November 2025. Only short-listed candidates will be contacted for an interview.
Concern Worldwide is an equal opportunity employer.
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