4,274 Operations Support Administrator jobs in Kenya

• Manage the reception area and greet visitors, providing a professional and welcoming first impression.
• Handle incoming and outgoing mail, courier services, and manage general correspondence.
• Maintain office supplies inventory and place orders as needed, ensuring cost-effectiveness.
• Schedule and coordinate internal and external meetings, including booking rooms and arranging catering.
• Prepare meeting agendas, take minutes, and distribute them to relevant parties.
• Manage the office calendar and ensure all appointments and deadlines are tracked.
• Provide administrative support to management and staff, including data entry, filing, and document preparation.
• Assist with travel arrangements for staff, including booking flights and accommodation.
• Maintain and update office databases and filing systems, both physical and digital.
• Liaise with vendors and service providers to ensure the smooth functioning of office equipment and facilities.
• Support HR functions with onboarding new employees and maintaining personnel records.
• Handle general inquiries from clients and employees via phone and email.
• Assist with basic bookkeeping tasks as required.
• Contribute to maintaining a tidy, organized, and efficient office environment.

• A Diploma or Bachelor's degree in Business Administration, Office Management, or a related field is preferred.
• Proven experience as an Office Administrator, Administrative Assistant, or in a similar role.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong communication and interpersonal skills, with a professional demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office equipment such as printers, scanners, and phone systems.
• A proactive attitude and ability to work independently with minimal supervision, as well as collaboratively within a team.
• Discretion and confidentiality when handling sensitive information.
• Adaptability and willingness to take on new responsibilities.
• Experience with basic accounting or HR support is a plus.

Org. Setting and Reporting

Responsibilities
The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities. UN-Habitat is the focal point for all urbanization and human settlement matters within the UN system. UN-Habitat works with partners to build inclusive, safe, resilient and sustainable cities and communities. UN-Habitat promotes urbanization as a positive transformative force for people and communities, reducing inequality, discrimination and poverty. This position is located in the Office of the Executive Director. Under the direct supervision of the Programme Management Officer in the Office of the Executive Director and Regional Programme Division, the incumbent will be responsible for the following duties:

Competencies

Education

Job - Specific Qualification

Work Experience

Languages

Assessment

Special Notice

United Nations Considerations

No Fee

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• High school diploma or equivalent; further education or certification in administration is a plus.
• Proven experience as an administrative assistant, virtual assistant, or in a similar role.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and general office equipment.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to work independently and as part of a team.
• Discretion in handling confidential information.
• Familiarity with Kenyan business etiquette is advantageous.

• Manage and coordinate executive and team calendars, scheduling meetings and appointments across different time zones.
• Organize and prepare materials for virtual meetings, including agendas and presentations.
• Handle incoming and outgoing electronic communication, including emails and messages, ensuring timely and professional responses.
• Maintain and organize digital filing systems and databases, ensuring accuracy and accessibility.
• Assist with the preparation of reports, spreadsheets, and other documents as required.
• Process invoices, expense reports, and other financial documentation in a timely manner.
• Conduct online research for various projects and provide summarized findings.
• Provide support for onboarding new remote team members, including document preparation.
• Troubleshoot basic technical issues related to remote work tools and escalate as needed.
• Contribute to improving administrative processes for remote efficiency.

• Proven experience as an Administrative Assistant, Virtual Assistant, or in a similar administrative role.
• Exceptional organizational and time-management skills.
• Proficiency in using virtual collaboration tools (e.g., Zoom, Microsoft Teams, Slack) and office productivity software (e.g., Google Workspace, Microsoft Office Suite).
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize tasks effectively in a remote setting.
• High level of attention to detail and accuracy.
• Discretion and professionalism in handling confidential information.
• Self-motivated and able to work independently with minimal supervision.
• A reliable internet connection and a dedicated home office space.

At
Levitate Talent
, we specialize in building high-impact teams for mission-driven organizations across Africa and beyond. With nearly a decade of global recruiting expertise, we're proud to support a
reputable organization in the medical services sector
in their search for a
Procurement Assistant.

About the role

We are seeking a detail-oriented and proactive Procurement Assistant to support our procurement operations. The ideal candidate will assist in sourcing, purchasing, and managing suppliers to ensure timely and cost-effective acquisition of goods and services.

Key Responsibilities:

• Assist in sourcing suppliers and obtaining competitive quotations.
• Prepare and process purchase orders in compliance with company policies.
• Maintain accurate records of purchases, pricing, and other relevant data.
• Monitor inventory levels and coordinate with departments to anticipate purchasing needs.
• Follow up with suppliers to ensure timely delivery of goods and services.
• Assist in evaluating supplier performance and maintaining supplier relationships.
• Support in preparing procurement reports and documentation for audits.
• Ensure compliance with procurement procedures and relevant regulations.

Qualifications & Skills:

• Diploma or degree in Procurement, Supply Chain Management, Business Administration, or a related field.
• Minimum of 2 years' experience in a procurement or supply chain role.
• Strong organizational and record-keeping skills.
• Good negotiation and communication skills.
• Proficiency in MS Office and familiarity with procurement software is an added advantage.
• High level of integrity and attention to detail.

• Manage and coordinate complex administrative tasks for multiple departments, ensuring efficient workflow.
• Schedule and organize meetings, appointments, and virtual conferences, handling all logistics and follow-ups.
• Prepare, proofread, and edit documents, reports, presentations, and correspondence with accuracy.
• Maintain and organize electronic and physical filing systems, ensuring easy access to information.
• Handle incoming and outgoing communications, screening calls and emails, and directing them to the appropriate personnel.
• Assist with travel arrangements, including booking flights, accommodations, and creating itineraries.
• Manage office supplies and inventory, coordinating with vendors as needed for remote setups.
• Support the onboarding process for new remote employees, providing necessary administrative documentation.
• Process expense reports and invoices, ensuring accuracy and adherence to company policies.
• Conduct research and gather data for various administrative projects and reports.
• Act as a point of contact for internal and external stakeholders, providing professional and timely assistance.
• Identify and implement process improvements to enhance administrative efficiency and effectiveness.
• Handle sensitive and confidential information with the utmost discretion.

• Proven experience as an Administrative Assistant, preferably in a senior or lead capacity.
• Exceptional organizational, time management, and multitasking abilities.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
• Excellent written and verbal communication skills.
• High degree of accuracy and attention to detail.
• Ability to work independently and proactively in a remote environment.
• Discretion in handling confidential information.
• Strong problem-solving skills and adaptability to changing priorities.
• Experience in coordinating office operations or supporting multiple managers is highly desirable.
• Minimum of 5 years of relevant administrative experience.
• A professional and courteous demeanor.

• Managing and optimizing complex executive calendars, scheduling meetings, and appointments across multiple time zones.
• Coordinating and preparing materials for internal and external meetings, including agendas, presentations, and minutes.
• Handling all aspects of domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Managing and filtering email correspondence and prioritizing urgent communications.
• Preparing, proofreading, and editing various documents, reports, and presentations.
• Conducting research and compiling information for special projects as needed.
• Processing expense reports and managing budget-related administrative tasks.
• Serving as a primary point of contact for internal and external stakeholders, maintaining professional communication.
• Maintaining and organizing electronic and physical filing systems.
• Anticipating executive needs and proactively addressing potential issues.
• Ensuring confidentiality and discretion in handling sensitive information.

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum of 5 years of experience as an Executive Administrative Assistant or in a similar support role, preferably supporting C-level executives.
• Exceptional proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Strong understanding of virtual collaboration tools (e.g., Zoom, Microsoft Teams).
• Outstanding organizational and time management skills with the ability to multitask effectively.
• Excellent written and verbal communication skills.
• High level of discretion and confidentiality.
• Proactive and resourceful with a keen eye for detail.
• Ability to work independently and prioritize tasks in a remote setting.
• Prior experience in the technology sector is a plus.

• Supervise and guide a team of administrative staff, ensuring efficient task allocation and performance.
• Oversee daily office operations, including reception, mail handling, and facility management.
• Manage inventory of office supplies and equipment, ensuring adequate stock levels and cost-effective procurement.
• Develop and implement administrative policies and procedures to enhance efficiency and compliance.
• Coordinate with external vendors and service providers to ensure timely and quality delivery of services.
• Manage the organization and maintenance of physical and digital filing systems.
• Support the coordination of internal and external meetings and events.
• Ensure a safe, secure, and well-maintained office environment.
• Act as a liaison between management and administrative staff, facilitating clear communication.
• Continuously seek opportunities to improve administrative processes and support functions.

• Bachelor's degree in Business Administration, Management, or a related field.
• Minimum of 4 years of experience in office management, administrative supervision, or a similar role.
• Proven leadership and team management skills.
• Strong understanding of office operations and administrative best practices.
• Excellent organizational, planning, and time management abilities.
• Proficiency in Microsoft Office Suite and common office management software.
• Strong communication, interpersonal, and problem-solving skills.
• Ability to multitask and work effectively in a fast-paced environment.
• A proactive approach to identifying and resolving operational issues.