19 Administrative jobs in Kenya

Job Profile
The HR and Admin Officer is directly responsible for the employee life cycle management of all employees. In addition s/he will lead the administrative function in the company, manage the admin assistant and in his/her absence handle administration directly. br>Overview of the role:
Areas of Responsibility:
Recruitment:
1. Maintain a database of budgeted positions viz-a-viz current status, number of vacant positions and work towards providing suitable manpower for vacant positions.
2. et directions on new positions/gaps, contribute actively in planning the recruitment cycle of such new requirements and implement them.
3. Completely responsible for recruiting all the positions in the company
4. Generate offer letters; contract letters for the selected candidates issue them.
5. Collect documents from employees as per standard checklist
6. Maintain the personal files of the positions and update them regularly.
On boarding and Induction:
1. Responsible for planning and ensuring systematic induction for all new employees of the designations.
2. Ensure that induction plan is signed off and filed in the personal file of all employees.
Attendance and Leave management:
1. Track the attendance of all staff day wise as per organization requirement and communication.
2. Track leave database, eligibility, availed and closing balances of leaves.
3. Provide this information on monthly basis to the Assistant HR and admin officer for payroll input.
Salary Processing / Payroll
1. Provide payroll inputs such as attendance summary, leave summary, other deductions to payroll employee wise in specified format for processing payroll.
2. Review and updating of data in the system on regular basis
Employee data
1. Maintain the complete data base of all employees in payroll and update them regularly with any changes
2. Maintain and update the organograms for the company

Performance Management
1. Track Probation reviews with timelines and ensure outcomes are communicated formally through letters.
2. Communicate the process of monthly/ annual / midyear appraisals, receive, verify the forms and share the consolidated outcome in specified formats.
3. Ensure that contract renewals are done in a timely manner.
Employee Separation
1. Ensure resignation letters are received for employees who intend to leave.
2. Conduct exit interviews in specified formats and share with Manager HR and admin on a monthly basis.
3. Follow up for the clearance certificate and ensure final settlement is done within standard agreed timeline.
Data Management
1. Maintain the HR files such as employee personal files, recruitment file, PF related documents at the district level
Employee Engagement
1. Coordinate and manage a wide range of employee engagement activities on regular basis
2. Collaborate with departments / activities that will maximize employee engagement and satisfaction
3. Organize and facilitate the monthly – quarterly – half yearly – yearly staffing reviews
4 Suppo t the various functions during the onboarding of new joiners to ensure the orientation process is properly completed
Preferred Education Background:
Post-Graduation/ Diploma in Human Resources, or Social Sciences,
Preferred Work Experience:
Minimum 3-5 years of experience in HR and Admin
Preferred Skill Set:
Good knowledge of computer - Windows and Microsoft Office applications (Outlook, Word, Excel)
Fluent in English

JOB ADVERT: Finance& Admin Manager
br>Phase One Associates is seeking a highly skilled and experienced Finance & Admin Manager to
oversee the financial operations of its various business units. The ideal candidate will have a
proven track record of successfully managing financial and Administrative functions in a fast
paced environment.

Key Responsibilities
1. Strategic Financial Leadership
Reporting:
▪ Prepare and submit monthly management accounts (P&L, balance sheet, variance < r>analysis) for internal review and decision-making.
▪ Generate and reconcile the monthly cash flow report, ensuring accuracy of bank < r>reconciliations and monitoring of liquidity position.
▪ Produce monthly operational performance reports, capturing departmental KPIs, < r>project updates, and progress against targets.
Financial Strategy Development: Develop and implement financial policies that align
with the company's long-term business objectives, ensuring sustainable growth and
profitability.
Risk Management: Identify, assess, and mitigate financial risks to safeguard the company's
assets and ensure financial stability.
2. Financial Planning and Analysis
Budgeting and Forecasting: Lead the financial planning, budgeting, and forecasting
processes, ensuring alignment with the company's strategic goals.
Performance Analysis: Partner with business unit leaders to analyze financial performance,
identify trends, and recommend areas for improvement.
Cost Management: Develop cost optimization strategies to enhance efficiency and
profitability across all business units.
3. Operational Financial Management
Financial Reporting: Ensure accurate and timely financial reporting for all business units,
maintaining transparency and compliance with accounting standards.
Cash Management: Oversee cash flow management and working capital optimization, to
maintain financial health.
Compliance and Regulatory Reporting: Lead the preparation of financial statements,
regulatory filings, and tax compliance, ensuring adherence to legal and regulatory
requirements.
Internal Controls: Establish and maintain robust internal controls to safeguard company
assets and ensure accurate financial reporting.

Job Title : Procurement & Administration Manager   Reports To : Head of financeDepartment : ProcurementLocation : NairobiNote: Fluency in Gujarati or Hindi is a required skill for this role due to the nature of supplier communications and stakeholder engagement. Job Purpose: Reporting to the CEO - The role is responsible for planning, streamlining, and executing all procurement and administrative duties. It includes managing imports, general procurement, inventory controls, repairs and maintenance of services and equipment. The position coordinates with various government and regulatory agencies for compliance and renewals licenses, permits and other statutory documents.Key Responsibilities Summary A. Import & Export Operations (Pre & Post-Import) – 30% • Manage end-to-end import processes including IDF preparation, permits, marine insurance, supplier coordination, and customs clearance.• Review and track post-import documentation and ensure accurate goods entry into the system.• Communicate shipment ETAs internally and update costing and physical import files accordingly.B. Procurement & Inventory Control – 10% • Handle vendor management, stock monitoring, procurement documentation, and vendor account setup.• Conduct stock takes, manage re-order levels, and track procurement activities and performance.C. Spare Parts Management – 5% • Oversee importation and inventory of biomedical spare parts, ensuring timely delivery and stock adequacy.D. Financial Oversight & Reporting – 15% • Support budgeting, invoice processing, supplier payments, cost reporting, and procurement analytics for financial efficiency.E. Insurance, Security & Permit Renewals – 30% • Coordinate insurance for assets and vehicles, and ensure timely renewal of statutory licenses (business permits, fire license, branding, etc.).• Implement and monitor safety measures including security systems (e.g., CCTV).F. NTSA, Immigration, and County Matters – 5% • Manage vehicle inspections, logbook transfers, driving license renewals, work permits, and immigration documents.G. General Admin & Operations – 5% • Ensure smooth logistics, office maintenance, procurement of supplies, document management, and internal event coordination.H. Compliance & Quality Control – 5% • Ensure adherence to procurement policies, product certifications (CE, FDA), and vendor audits for quality assurance.I. Government & Statutory Compliance – Integrated • Ensure timely renewals of regulatory licenses and continuous compliance with customs, import laws, and business regulations.J. Human Resource Support – 15% • Supervise and support procurement/admin staff, lead training initiatives, oversee performance reviews, and foster team development aligned with organizational goals.RequirementsQualifications and Skills: Educational Requirements: • Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or a related field. A professional certification in procurement or supply chain management is a plus (e.g., CIPS, CPP).• Ability to speak and understand Gujarati or Hindi (mandatory) due to the nature of supplier communications and stakeholder engagement. Experience: • Minimum of 3-5 years of experience in procurement, administration, or logistics management, preferably in healthcare, medical equipment, or related industries.• Experience in managing relationships with both local and international suppliers.• Knowledge of procurement software and inventory management systems.Note: Due to the high volume of applications, only shortlisted candidates will be reached out to.

What we are looking for:
Join NRC as a Grants Manager (East & Southern Africa + focus)! br>In this dynamic role, you’ll take the lead in managing multi-country, regional, and high-risk/high-value grants, ensuring full compliance with donor and internal requirements, driving quality reporting, and shaping strong, competitive proposals. You’ll be the go-to expert for NRC’s Project Cycle Management (PCM) approach, providing strategic support to country offices and ensuring everything runs smoothly from grant revisions to external communications.
W rking as part of our global Grants Management team, you'll help refine systems, boost compliance, and build capacity across the region through training and mentorship. With a focus on the East and Southern Africa (ESA) portfolio, you’ll play a key role in securing funding, supporting quality programming, and influencing positive change across the region. Ready to lead from the centre of it all? This is your opportunity. < r>The ideal candidate must have the right to live and work in Kenya. NRC is unable to support with visa applications.
What you will do:
Some of your general responsibilities include:


Lead the process of developing concept notes, proposals and reports (donors and internal reports, narrative and project budgets) for multi country and regional based grants and other projects in the designated portfolio to ensure accurate, transparent and timely delivery of narrative and financial documents, in line with NRC PCM framework and donor’s rules and regulations through working collaboratively with country, regional and global colleagues. < r> nsure compliance to NRC’s PCM Framework and facilitate relevant PCM activities, including the inclusion of cross-cutting programme elements, MEAL, Finance and other support functions throughout all stages of the project cycle. This can be go/no go consultations, proposal planning, grants opening, review and closing meetings, as well as coordinating relevant revisions and inclusion of partners (consortia or implementing), and liaising with relevant colleagues at CO, Regional, Global and Rep Office level as need be. < r> B ild collaborative working relationships with programme and grants management teams in country offices in the relevant geographical portfolio, to coordinate and support the full cycle of projects from development of high-quality multi- country, regional and other funding and partnership proposals, using relevant NRC Grant Management tools and guidance, through to implementation and finalisation and reporting.
Collaborate with the CO finance team and global resources to ensure donor budget lines as per the contract are in line with the financial system (i.e., amounts have not changed as a result of new income instalments at different rates being received), highlight critical financial issues such as under/overspends to project focal points and provide technical support to relevant CO focal points on monitoring issues and budget revision (if required).
Responsible for providing or organizing training and capacity building of programme and support staff on NRCs grants management, proposal and report writing, donor rules and regulations, and Project Cycle Management (PCM) in coordination with the Grants Mngt pool and based on needs in relevant countries. Work with the Grants Management global function and relevant Institutional Partnership Advisers to contribute to revision and updates to training and capacity building on grants mngt, PCM and internal and donor compliance requirements.
Coordinate and take overarching responsibility for delivery of timely, quality inputs for each project from proposal, revision, and final reporting stage internally and to donors, including contributing to the review of donor contracts, working with the legal team and flag any points that might challenge NRCs procedures and support contract negotiation, this also includes monitoring grant payment schedules and income requests for respective portfolio, working closely with finance to ensure this is done in a timely manner.
Act as an internal helpdesk on donor related issues, including donor rules and regulations, proposal and report writing, working in partnership in addition to the PnP and Private Fundraising Departments.
Maintain overview over all grants in the designated portfolio and ensure a correct and up-to-date grants management information in Cycles and GORS, review data to identify relevant funding trends, donor mapping exercises, and development of Capacity Statements.
Gap fill or provide specific grant support as per request and availability, depending on workload and other responsibilities, as agreed with the Head of PCM and Grants Mngt and the relevant region/country.
Compliance and adherence to NRC policies, guidance and procedures, (if a function role) and a specific responsibility for the functions policies and procedures.

Some of your specific responsibilities include:


Undertake delegated donor representation, including liaising with consortia partners, supporting new business negotiations, and funder reporting in relation to multi-country grants.
Lead on organisational assessments of Partners as per NRC’s Grants Management procedures and contribute to partner capacity building as required and identified in partner assessment. < r> I entify gaps in quality and practice, and common development needs in relation to PCM and grants management within CO’s and the project portfolio and work collaboratively with colleagues in the Grants Mngt function to develop learning initiatives to build skills and capacity. < r> S rve as a member of relevant Major Projects Committee or High Value Committees as appropriate.
Support the roll-out and uptake of Cycles.
Contribute to the review of donor contracts, working with legal and risk and compliance colleagues, and flag any points that might challenge NRC’s procedures, and support contract negotiations. < r>
Please download the detailed job description to learn more about the position.
What you will bring:


M nimum 4 years of experience of donor relations and grants management within a relevant context (e.g., with institutional humanitarian and development donors).
Knowledge of institutional donors’ rules, regulations, priorities, and compliance requirements – Norad, Sida, GFFO, SDC, ECHO etc.
Experience from working in complex and volatile contexts, with preference for previous experience working with displaced populations.
Strong planning and organisational skills, including ability to coordinate the inputs of self and others to meet a variety of deadlines for different proposal, budgetary and reporting requirements.
Good interpersonal skills, and ability to build collaborative working relationships with a wide range of colleagues internally and externally.
Good cultural awareness and sensitivity.
Highly proficient computing skills, including all Microsoft office (word, excel, ppt), online/cloud-based information management and sharing systems, and databases.
Excellent written and oral communication skills in English. French is a definite asset. (Other languages such as Arabic, Spanish is positive).
Ability to build staff capacity in grants management in country offices.
Willingness to travel to field offices and work in difficult environments as required
Fluency in English, both written and verbal. French is a specific asset.
Ability to work under pressure, independently and with limited supervision.
The post holder enjoys shifting between leading others, developing things individually and contributing to work of others, and has excellent oral and written communication skills.
Significant experience in managing coordination and communication within multipart or complex environments, alongside excellent interpersonal abilities.
Knowledge about the regional context is highly desirable.

What we offer:


Duty station: Nairobi, Kenya. Right to work in Kenya is essential, but NRC is unable to support with visa applications.
Contract: 2 years.
Travel: Up to 30%
Salary/benefits: grade 9 on NRC’s Resident salary scale, with accompanying terms and conditions. < r> N C is an equal opportunities employer. We are committed to diversity without distinction to age, gender, religion, ethnicity, nationality, and physical ability.
We think outside the box, encourage ideas, and give responsibility to all employees at all levels. You will have many opportunities to be heard and take the initiative.

Find out more about the benefits of working for NRC
Important information about the application process


For Internal candidates: To apply as an internal candidate, log in with your official email or click on Opportunity MarketPlace.
When creating your profile, include your full name as given on your passport. Complete all the system-required fields for experience, employment history and education.
Submit your application and CV in English, taking care to attach your latest CV.
Applications that do not meet the minimum standards in terms of experience or qualifications will generally not be considered. Unsolicited applications not related to this specific job advertisement will not be considered.
We receive many applications for each vacant position and so only shortlisted candidates will be contacted.

If you have any questions about this role, please email the job title as the subject line.
Why NRC?
The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. Our 15,000 staff work in crises across 40 countries, providing life-saving and long-term assistance to millions of people every year.
Watch this short video to see NRC in action.
We are looking for people who are passionate about helping refugees and people forced to flee. Are you one of those people? If you are, NRC offers you the opportunity to:


do demanding and professional work, often in challenging contexts.
join a work culture that empowers every employee to share ideas and take responsibility.
be part of a welcoming and supportive community committed to human dignity.

About Us
The Norwegian Refugee Council (NRC) is a global humanitarian organisation helping people forced to flee.
Join us in assisting millions of people in areas where others cannot, tackling some of the world's most dangerous and difficult crises. Bring your skills and dedication to an organisation recognised for providing high quality aid and for defending the rights of refugees and internally displaced people.
At NRC, we give responsibility to employees at all levels and foster professional growth and innovative teams. You can expect a supportive culture and an open dialogue with management. We are committed to diversity, equity and inclusion.
Together, we save lives and rebuild futures.
Safeguarding is central to NRC’s work. We expect all employees to: < r>• treat everyone with respect and dignity < r>• contribute to building a safe environment for all < r>• never engage in any form of exploitation, harassment and specifically sexual exploitation, abuse and sexual harassment (SEAH) < r>• always report. NRC has a zero-tolerance approach to inaction against exploitation, abuse and SEAH

JOB TITLE: EXECUTIVE ASSISTANT

About This Job:

Q-Sourcing Limited trading as Q-Sourcing Servtec is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Tanzania, Rwanda, and South Sudan.

On behalf of our client, we are looking for a competent, skilled, and experienced Executive Assistant to work in Nairobi, Kenya

Job Summary:

To provide high-level administrative support to the Group CEO and MD ensuring seamless daily operations, coordination and communication across the various portfolios.

DUTIES & RESPONSIBILITIES:

Executive Support

·    Provide executive support to the Group CEO and CKL MD in managing a diverse portfolio and activities. Proactively handle a wide variety of activities expeditiously, following through to successful completion within agreed timelines.

·    Prioritize to maintain a realistic balance among multiple and sometime competing priorities.

·    Compose and prepare correspondence as required and manage confidential matters with discretion.

Meetings & Event Coordination

·    Coordinate meetings and other liaison with managers of group companies.

·    Make logistic and administrative arrangements as required.

·    Review agenda for meetings and make recommendations where appropriate.

·    Compile and/or collate required documentation for the meeting and ensure the Group CEO and MD is fully briefed for meetings.

·    Attend meetings as requested.

·    Take notes / minutes as appropriate.

·    Circulate minutes and action plans.

·    Ensure action plans are progressed - monitor and report progress on the same.

Stakeholder Engagement & Communication

·    Act as a point of contact between the executives and internal and external stakeholders.

·    Represent the Group CEO or the MD as required.

Information Management

·    Maintain confidential files, records and documentation with utmost discretion.

·    Manage and update contact databases and filing systems to ensure accurate and ease of retrieval. Undertake research on topics and opportunities as directed by the Group CEO and MD

Projects

·    Coordinate Projects assigned.

·    Develop and/or prepare project documentation and required.

·    Assist in tracking strategic initiatives, monitor projects, deadlines and deliverables and report on project progress and performance on key elements including but not limited to time, cost, scope, quality, benefit, risk.

·    Attend project meetings as requested Maintain accurate and up-to-date project records and files.

Reports

·    Prepare and submit reports to the relevant stakeholders, as required, within agreed format and timelines (daily, weekly, monthly, quarterly).

·    Present reports that facilitate informed and sound decision-making.

·    Trends, insights and concerns with recommendations clearly elaborated.

Expense Management

·    Arrange complex travel itineraries, accommodation and logistics.

·    Requisition, reconcile and submit expenses report for the Group CEO and MD.

·    Manage own activities within approved limits.

Risk Mitigation, Compliance & Audit

·    Adhere and comply with the policies, procedures and statutory guidelines.

·    Consistently perform tasks as per documented procedures and within agreed turnaround times and SLAs.

Productivity and Performance

·    Deliver performance objectives set.

·    Institute immediate corrective action where performance is below par.

·    Proactively manage own learning and development Adhere to annual leave plan agreed with line manager Adhere to HR policies.

KNOWLEDGE, SKILLS, AND EXPERIENCE:

·    Minimum Knowledge, Skills, Qualifications and Experience required for this Role. A degree in Business Administration & Management (or equivalent).

·    Have a general understanding of commerce & public relations. Broad business knowledge A minimum of five years’ experience: providing support to an executive office or senior management team working across functional boundaries and different business cultures Proficiency in MS Office applications i.e. Word, Excel, PowerPoint, MS Project, Outlook, etc.

Key Skills and Competencies:

·    Efficient – exceptional organisational and time management skills Flexible to adopt to changing priorities. Self-motivated, proactive Good communicator: Strong written and verbal communication skills.

·    Report writing and editing skills

·    Good project and change management skills

·    Problem solving mindset

·    Strong attention to detail and accuracy

·    Team oriented

·    Change oriented

·    Disciplined in setting and working to priorities

·    Highly motivated, energetic and enthusiastic

·    Flexible

·    Approachable

·    Innovative

·    A person of Integrity

Interested and qualified applicants should submit their applications through the link below.

Note:

Only shortlisted applicants will be contacted.

Q-SOURCING SERVTEC IS AN EQUAL OPPORTUNITY EMPLOYER. ANY SOLICITATION WILL LEAD TO DISQUALIFICATION.

Requirements

Minimum Knowledge, Skills, Qualifications and Experience required for this Role. A degree in Business Administration & Management (or equivalent).

·    Have a general understanding of commerce & public relations. Broad business knowledge A minimum of five years’ experience: providing support to an executive office or senior management team working across functional boundaries and different business cultures Proficiency in MS Office applications i.e. Word, Excel, PowerPoint, MS Project, Outlook, etc

JOB TITLE: PROJECT ADMINISTRATOR About This Job: Q-Sourcing Limited trading as Q-Sourcing Servtec is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Tanzania, Rwanda, and South Sudan. We are looking for competent, skilled, and experienced project administrator to work in Kisii-Kenya. Key Functions/Key expected results

Work directly with Head of projects to implement project goalsCoordinate and manage project tasks and deliverables.Conducting administrative duties, such as setting up meetings and drafting billing summariesEnsure total project compliance to statutory, legal and policy requirementsSupervise all the staff on site and ensure task allocated is completed on time. Review processes to improve efficiencyPerformance management in liaison with HR Manager and client line ManagersPayroll processing for project staff.Prepare monthly reports and share with management and client. Maintaining staff attendance register on site.Report any disciplinary issues to HR for handling.Updating and reporting on the schedule progress, budget and spending.Identifying skill gaps and ensure closureKeep and maintain integrity of all project recordsParticipate during interview process for recruitment of staff in their project.Monitoring project performance and agreeing on priorities with client.Communicating your project plan internally and with the clientAssign duties to staff to implement project goals, as needed.Planning around your team’s skills to ensure end successOversee variable aspects of projects and provide direct assistance to ensure timely project execution.Make requisition of materials and other items necessary for completing project goals.

  Academic qualifications

·    Diploma in Project Management or HR or related

·    Excellent planning & Organization skills.

·    Basic Accounting and proficiency in Excel.

·    Excellent interpersonal and Communication skills

·    The ability to work under pressure and meet deadlines

·    Tact, swiftness and attention to detail are a MUST

·    Excellent problem solving and decision-making skills

·    Pro-active, flexible, positive and reliable

·    Excellent people skills to interact with staff, colleagues, and cross-functional teams

Previous Relevant Work Experience Required. Minimum 2 years working experience. Experience of 2 years in outsourcing services on in an administrative role. Preferred experience in Sales / Customer Service. Application procedure: Interested and qualified applicants should submit their applications through the link below. Note: Only shortlisted applicants will be contacted. Q-SOURCING SERVTEC IS AN EQUAL OPPORTUNITY EMPLOYER. ANY SOLICITATION WILL LEAD TO DISQUALIFICATION.

Requirements

    Diploma in Project Management or HR or related

·    Excellent planning & Organization skills.

·    Basic Accounting and proficiency in Excel.

·    Excellent interpersonal and Communication skills

·    The ability to work under pressure and meet deadlines

·    Tact, swiftness and attention to detail are a MUST

·    Excellent problem solving and decision-making skills

·    Pro-active, flexible, positive and reliable

·    Excellent people skills to interact with staff, colleagues, and cross-functional teams