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Hivos is an international organisation that seeks new solutions to persistent global issues. With smart projects in the right places, we oppose discrimination, inequality, abuse of power and the unsustainable use of our planet’s resources. Counterbalance alone, however, is not enough. Our primary focus is achieving structural change. This is why we coopera...
Key responsibilities
The key responsibilities of the role include:
Front office & facilities management
- Serve as a point of contact for regional staff and external stakeholders
- Answering Phone calls
- Receive in-person visitors
- Receiving posts and distributing them amongst appropriate staff
- Manage service provider contracts (leases, internet, office cleaning, office plants, etc).
Travel and event logistics
- Arranging international and domestic travel for staff and visitors (e.g., flights, travel insurance, visas, and accommodation).
- Assist in the organization and logistics of workshops or meetings for office events
Archiving and data management
Maintaining both physical and digital filing systems, drafting correspondence, and managing incoming/outgoing mail.
Procurement support and asset management
- Procure and manage inventory and supplies. i.e. stationery, kitchen items, cleaning items
- Manage all assets (tagging, tracking, maintenance, disposal)
- Ensure Asset insurances are up to date
- Vendor Management: track contracting and performance of contracted vendors
- Secretary to the Country Procurement Committee: schedule meetings, record minutes and ensure action points are closed
Staff onboarding assistance
Assisting with staff onboarding (e.g., providing administrative guidance, desk allocation and orientation).
Legal Compliance
- Monitor adherence to Operational Safety and Health Requirements
- Renew business permits and fire safety certification
Process payments
- Manage office petty cash float.
- Process vendor payments in a timely manner
- Prepare payment and purchase requests for assigned purchases.
Specifications
This is a position for nationals or residents of Kenya with the following requirements:
- Bachelor’s degree in business administration, Office Management, Secretarial Studies, or a related field.
- 2-5 years of administrative or office support experience, preferably in a regional or multinational environment.
- Positive, can-do attitude with proactive approach and strong social skills for diverse team collaboration.
- Experience supporting senior managers or leadership teams is an advantage
- Fluent in English; professional knowledge of French is an asset
Skills & Competencies
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams).
- Ability to manage multiple tasks and prioritize effectively.
- High attention to detail and accuracy.
- Strong interpersonal and stakeholder management skills.
- Ability to handle confidential information with discretion.
- Problem-solving and proactive coordination skills.
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