POSITION
DESCRIPTION
Job Title: Office Administrative Assistant
Reports
to:
Finance, Accounts & 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 FIYMA 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 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
· Assist the
Finance, Accounts and Administration Manager in procurement-related processes,
including receiving invoices, organizing offer analysis and selection
documentation submitted by interested vendors, organizing 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.
· Help to 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.
· Assist in
preparing, organizing, and distributing minutes of project and staff meetings
as required.
· Assist
the proper organization and maintenance of physical and electronic filing
systems for administrative documents, correspondence, reports, and meeting
records.
· Help to
ensure that office equipment is maintained in good working order and that
adequate stocks of office supplies are available at all times.
· Help to maintain
and update vehicle fuel and mileage logs where applicable.
· Support
preparation of routine administrative/operational reports.
· Work with
the Finance, Accounts and Administration Manager to 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
Skills
and abilities
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’s annual performance
review.
Interested candidates are encouraged to submit their CV and cover letter by emailing them
to jobapplicationsFIYMA@ncbaclusa.net not
later than close of business (5:00 PM EAT) on January 16, 2026 with email subject: Application Office
Administrative Assistant.
The National Cooperative Business Association CLUSA International (NCBA CLUSA) has worked
for more than 100 years to build a stronger, safer and more
prosperous world. We engage, partner with and empower people to have a greater
say in their futures and broader access to economic opportunities. We
achieve this vision through collaborative partnerships in
development, advocacy, public awareness and thought leadership.
NCBA CLUSA is an implementing partner for the Financial
Inclusion for Youths and MSMEs in Agriculture (FIYMA) program in Kenya and seeks to recruit an Office Administrative Assistant for the FIYMA program.
