What Jobs are available for Administrative Support in Kenya?

Job Title: Administration Support Officer

Reports to: Logistics Coordinator

Direct Reports: None

Closely Work With: All Concern staff

Job Location: 1 position in Nairobi (Candidates must be legally entitled to work in Kenya at the time of application - National Position)

Contract Details: Fixed term – 12 months

Salary Range: Base Salary: Kes 87,707 per month

Housing Allowance: 15% of the base

Job Purpose

The Administration Support Officer will provide administration support services for the Nairobi office, supporting in 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 switch board 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 pre-paid visitor phone lines, as required

Maintain an emergency contact card and issue 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 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 stores 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, organization and communication skills



Preference will be given to candidates who have:

Previous experience of working in an INGO and /or Concern

Team Player with ability to work under pressure

Confidentiality, Integrity and 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

Managing self



Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a consultancy opportunity with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their consultancy contract. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to do consultancy work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, being hired as a consultant with Concern is subject to a range of vetting checks, including criminal background checking.

Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: to apply

Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to 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 interview.

Concern Worldwide is an equal opportunity employer and does not charge a fee at any stage of the recruitment process (for application, written test, interview, training, medical examination etc.) nor act through recruitment agents. This is applicable for all opportunities including staff and interns.

Your Personal Data

During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.

Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on ensuring that the name of any employee or volunteer (existing or new), does not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). Any offer of employment (either paid or voluntary) with Concern Worldwide will only be made following a successful clearance check being conducted on the applicant and such checks may be updated periodically during the course of the period of employment.

By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists

In certain circumstances, donors may request that personal data relating to employees to work on the activities that they fund be provided directly to them - so that they can perform their own counter terrorism checks. This may involve transferring some basic personal data outside the EEA. It will be a condition of your employment contract that Concern be allowed to share this information with institutional donors for these purposes.

For additional information please consult our website or contact the Human Resource Division in our Head Office.

You have certain rights under data protection legislation. For more information on how to exercise those rights please visit only apply for this position if you are satisfied with the proposed processing of your personal data as outlined above.

Our client is actively seeking a highly organized and proactive Remote Administrative Support Specialist to join their expanding global team. This is a fully remote position, offering the flexibility to work from anywhere within Kenya. The ideal candidate will possess exceptional organizational skills, a keen eye for detail, and a strong ability to manage multiple tasks efficiently. You will be instrumental in ensuring the smooth operation of administrative functions for various departments, contributing significantly to our client's operational excellence.

Key Responsibilities:

• Provide comprehensive administrative support to management and team members, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Handle incoming and outgoing communications, including emails, phone calls, and correspondence, ensuring prompt and professional responses.
• Organize and maintain digital filing systems, ensuring that all documents are accurate, accessible, and secure.
• Prepare and format documents, reports, presentations, and spreadsheets with a high degree of accuracy and attention to detail.
• Assist with data entry and management, ensuring the integrity and accuracy of information within various databases.
• Conduct online research to gather information for projects, reports, and presentations.
• Coordinate and manage virtual team events and meetings, ensuring seamless execution.
• Process invoices, expense reports, and other financial documentation with meticulous care.
• Proactively identify areas for administrative process improvement and implement efficient solutions.
• Serve as a point of contact for internal and external stakeholders, fostering positive working relationships.

Qualifications and Experience:

• Proven experience in an administrative or secretarial role, preferably in a remote or distributed team environment.
• Excellent proficiency in office productivity software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines effectively.
• Exceptional written and verbal communication skills, with a professional demeanor.
• Ability to work independently with minimal supervision and as part of a collaborative remote team.
• High level of discretion and confidentiality when handling sensitive information.
• Familiarity with project management tools and cloud-based collaboration platforms is a plus.
• A diploma or degree in Business Administration, Office Management, or a related field is advantageous.
• Must have a reliable internet connection and a suitable home office environment.

This role is perfect for an individual who thrives in a remote setting and is passionate about providing top-tier administrative support. If you are a self-starter with a passion for efficiency, we encourage you to apply and become an integral part of our client's success.

Our client is seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive administrative support to senior leadership. This is a fully remote position, requiring exceptional self-management skills and a commitment to providing seamless support to executives operating in a virtual environment. You will be responsible for managing complex calendars, coordinating travel arrangements, preparing correspondence and reports, handling confidential information, and acting as a liaison between executives and other stakeholders. The ideal candidate possesses superior communication skills, a keen eye for detail, and a proven ability to anticipate needs and solve problems effectively.

Key Responsibilities:

• Manage and maintain complex executive calendars, scheduling meetings, appointments, and conference calls across multiple time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare, proofread, and edit correspondence, presentations, and reports.
• Handle incoming and outgoing communications, prioritizing and responding as appropriate.
• Organize and maintain digital filing systems and databases, ensuring easy retrieval of information.
• Process expense reports and manage invoices and billing.
• Conduct research on various topics as requested by executives.
• Act as a primary point of contact for internal and external stakeholders, building and maintaining professional relationships.
• Handle confidential and sensitive information with the utmost discretion and professionalism.
• Anticipate the needs of the executives and proactively address potential issues.
• Assist with project management tasks and follow-ups as required.
• Provide support for virtual meetings, including preparing agendas and distributing minutes.
• Contribute to improving administrative processes and efficiency.

Qualifications:

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar administrative role supporting senior management.
• Exceptional organizational and time management skills, with a demonstrated ability to prioritize and manage multiple tasks simultaneously.
• Excellent written and verbal communication skills, with strong attention to detail and grammar.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Zoom, Microsoft Teams).
• Experience with calendar management software and online travel booking platforms.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Proactive and resourceful in problem-solving.
• Adaptable and able to thrive in a fast-paced, remote work environment.
• High level of professionalism and a positive attitude.
• Experience in a specific industry relevant to our client is a plus.

This fully remote position offers a competitive salary and the opportunity to work closely with influential leaders in a key support capacity. The successful candidate will ensure the smooth operation of executive functions from their remote workspace, with a connection to Nakuru, Nakuru, KE .

Our client is seeking a highly organized, efficient, and proactive Remote Virtual Assistant to provide comprehensive administrative support. This is a fully remote position, perfect for individuals who excel at managing tasks and providing support from anywhere. You will be responsible for a wide range of administrative duties, including managing calendars, scheduling appointments, coordinating meetings (virtual and potentially some hybrid arrangements), and handling email correspondence. Your role will involve preparing documents, presentations, and reports, as well as conducting online research and data entry. You will act as a primary point of contact for internal and external communications, ensuring professionalism and efficiency in all interactions. The ideal candidate will have a strong understanding of various office productivity software suites and collaboration tools, with the ability to quickly adapt to new technologies. Experience with project management software and CRM systems is a plus. You will be expected to manage multiple priorities effectively, meet deadlines, and maintain a high level of accuracy and attention to detail. Confidentiality and discretion are paramount, as you will be handling sensitive information. This position requires excellent communication skills, both written and verbal, and the ability to work independently with minimal supervision. You must be a self-starter, adept at problem-solving, and capable of anticipating needs. We are looking for someone who is reliable, resourceful, and committed to providing exceptional administrative support. This is an excellent opportunity to utilize your organizational and multitasking skills in a flexible, remote work setting, contributing to the smooth operation of our client's business. You will play a vital role in ensuring that administrative tasks are handled seamlessly, allowing the core team to focus on strategic objectives. Join our team and be a key part of our operational success from your own workspace.

Our client, a growing organization, is looking for a highly organized and proactive Remote Operations Manager to oversee and streamline their administrative functions. This fully remote role is responsible for ensuring the smooth and efficient day-to-day operations of the administrative department, supporting various teams and projects. You will be crucial in developing and implementing efficient administrative processes, managing resources, and optimizing workflows. The ideal candidate will possess exceptional organizational skills, strong problem-solving abilities, and a keen eye for detail, with a proven ability to manage multiple priorities in a virtual setting.

Key Responsibilities:

• Oversee and manage the daily administrative operations of the organization.
• Develop, implement, and refine administrative policies and procedures to enhance efficiency.
• Manage office supplies, equipment, and vendor relationships.
• Coordinate meetings, travel arrangements, and event logistics for remote teams.
• Supervise and provide guidance to administrative support staff (if applicable).
• Ensure timely and accurate processing of documents, reports, and correspondence.
• Manage budgets and track expenses related to administrative operations.
• Act as a point of contact for internal and external inquiries, providing prompt and professional responses.
• Implement and manage systems for record-keeping, filing, and information management.
• Identify opportunities for process improvement and technological integration to optimize administrative workflows.
• Ensure compliance with company policies and relevant regulations.
• Support project management activities by providing administrative coordination and tracking.

This position is entirely remote, allowing you to work from any location. Although the company has a presence in Kakamega, Kakamega, KE , this role is designed for a remote-first individual who thrives in a virtual work environment. We seek a self-starter with excellent communication skills, proficiency in digital collaboration tools, and a dedicated home office setup with reliable internet access. The ability to work independently and proactively manage tasks is essential.

Our client is seeking a highly organized and proactive Remote Operations Coordinator to provide essential administrative support. This is a fully remote position, perfect for an individual who excels at managing tasks, coordinating schedules, and ensuring smooth operational workflows from a distance. You will be responsible for a variety of administrative duties that are crucial to the day-to-day functioning of the team, requiring excellent communication and multitasking skills. The ideal candidate is detail-oriented, self-motivated, and proficient with various office software and communication tools.

Key Responsibilities:

• Manage and coordinate schedules for meetings, appointments, and travel arrangements for remote team members.
• Handle incoming and outgoing communications, including emails, phone calls, and internal messages, ensuring timely responses.
• Organize and maintain digital filing systems, ensuring easy access to important documents and information.
• Assist in the preparation of reports, presentations, and other documents.
• Coordinate logistics for virtual team events and projects.
• Track project timelines and deliverables, proactively identifying potential roadblocks.
• Process invoices, expense reports, and other financial administrative tasks as needed.
• Conduct online research and gather information as requested.
• Provide support for onboarding new remote employees.
• Ensure the smooth operation of remote work tools and platforms.

This role demands exceptional organizational skills, attention to detail, and the ability to manage priorities effectively in a remote setting. Strong written and verbal communication skills are essential, along with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent Google Workspace tools. Experience with project management software and video conferencing platforms (e.g., Zoom, Teams) is highly beneficial. The ability to work independently, troubleshoot issues, and maintain confidentiality is critical. This is a fantastic opportunity to contribute to a dynamic team while enjoying the flexibility of a fully remote work environment.

A Bachelor's degree or equivalent professional experience in a related field is preferred. Proven experience in an administrative, secretarial, or operations support role is required, preferably in a remote capacity. Familiarity with CRM systems and other business management software is a plus. The position is conceptually based in Machakos, Machakos, KE , but is fully remote.

Our client is seeking a meticulous and proactive Operations Manager to oversee administrative functions and provide essential support to ensure seamless daily operations. This is a fully remote position, offering the flexibility to manage operations from anywhere. You will be responsible for a wide range of administrative tasks, including managing office supplies, coordinating meeting schedules, handling correspondence, and maintaining organized filing systems. This role requires excellent organizational skills and the ability to multitask efficiently. You will also be involved in assisting with event planning, managing vendor relationships, and ensuring that all operational processes are efficient and effective. Strong communication and interpersonal skills are vital, as you will interact with various internal departments and external stakeholders. The ability to anticipate needs, problem-solve proactively, and maintain a high level of confidentiality is paramount. Proficiency in standard office software suites is a must. We are looking for an individual who is highly detail-oriented, possesses strong time management abilities, and can work independently in a remote setting while maintaining a collaborative spirit. This role offers a unique opportunity to contribute significantly to the smooth functioning of the organization. If you are a dedicated administrative professional with a passion for efficiency and a knack for managing diverse tasks, we encourage you to apply and become an integral part of our remote team.

Our client is seeking a highly organized, detail-oriented, and proactive Senior Project Coordinator to provide essential administrative support for their projects, operating in a completely remote capacity. This role is vital for ensuring the smooth execution and timely completion of various initiatives by managing documentation, communication, and logistical aspects. The ideal candidate will possess excellent organizational skills, a keen eye for detail, and the ability to manage multiple priorities effectively within a virtual setting. Your responsibilities will include assisting project managers with planning and scheduling, preparing project documentation and reports, tracking project progress, and maintaining project databases. You will facilitate communication between project team members, stakeholders, and vendors, ensuring clear and consistent information flow. Proficiency in project management software (e.g., Asana, Trello, Jira) and standard office productivity suites (e.g., Microsoft Office, Google Workspace) is required. You will be responsible for organizing and documenting virtual meetings, action items, and follow-ups. The ability to work independently, anticipate needs, and proactively address potential issues is crucial for success in this remote role. Strong written and verbal communication skills are necessary for effective collaboration and reporting. This fully remote position offers the flexibility to contribute significantly to project success without the need for a physical office presence. While this role has a connection to Embu, Embu, KE , it is a 100% remote position, enabling you to work from any location.