Fashion Lab Administrative Assistant at Comitato Internazionale per lo Sviluppo dei Popoli (CISP)

About the Role

• The successful candidate will serve as the first point of contact for designers, trainees, guests, partners, and beneficiaries while also supporting lab coordination, data collection, machine usage monitoring, training logistics, and member experience within the lab environment.
• The ideal candidate should be outgoing, professional, highly organized, comfortable with technology and data management, and genuinely interested in fashion, creative industries, and working with young creatives and designers.

Key Responsibilities

Front Desk and Guest Relations

• Welcome and receive all visitors, trainees, designers, partners, and stakeholders entering the Fashion Lab.
• Manage front desk operations and maintain a professional, warm, and organized reception environment.
• Handle inquiries, direct visitors appropriately, and support day-to-day communication within the lab.
• Ensure all guests and beneficiaries sign in and out as required.
• Support hospitality and guest coordination during meetings, training, workshops, and events.

Data Collection & Lab Administration

Maintain accurate records of:

• Lab attendance
• Member/beneficiary usage
• Visitor logs
• Machine usage and booking records
• Training participation
• Daily operational activity within the lab
• Support data entry, filing, documentation, and reporting processes.
• Assist in tracking beneficiary engagement and programme participation for reporting purposes.
• Ensure records are updated, organized, and accessible when required.
• Support inventory and basic asset tracking within the lab.

Machine & Membership Coordination

Monitor and track machine usage to ensure:

• Proper allocation to approved members/beneficiaries
• Fair and organized scheduling
• Responsible usage of equipment
• Coordinate booking schedules for shared lab equipment and workstations.
• Report any misuse, maintenance concerns, or operational issues to management.
• Support enforcement of lab operational guidelines and member procedures.

Training & Programme Support

• Support coordination of training, workshops, mentorship sessions, and learning activities.
• Assist trainers and facilitators with participant registration and logistics.
• Prepare training attendance sheets, participant records, and basic administrative materials.
• Support onboarding and orientation of new lab users and beneficiaries.

Lab Environment & Member Support

• Ensure designers, trainees, and visitors feel supported and comfortable within the lab environment.
• Help maintain a welcoming, inclusive, creative, and professional atmosphere.
• Provide basic coordination support to ensure smooth daily lab operations.
• Escalate operational or beneficiary concerns where necessary.

Inclusive Practice & Accessibility Support

• Support an inclusive, respectful, and welcoming environment for all beneficiaries, including persons with disabilities and individuals from diverse backgrounds.
• Assist in ensuring accessibility and inclusion procedures within the lab are observed during training, events, and daily operations.
• Support participants who may require guidance, orientation, or basic assistance within the lab environment.
• Work collaboratively with management, trainers, and partners to promote equitable participation and positive user experiences within the Fashion Lab.

Qualifications & Experience

Degree in:

• Business Administration
• Customer Service
• Office Administration
• Fashion-related field
• Communications
• Or related discipline

Minimum of 2 years’ experience in:

• Reception/front office work
• Administrative support
• Data collection/record management
• Customer service or hospitality
• Experience working in a training space, co-working spaces, innovation hub, or fashion-related environment is an added advantage.
• Experience using Microsoft Office, Google Workspace, spreadsheets, and digital record systems.
• Experience working in inclusive spaces, community programmes, creative hubs, training environments, youth programmes, or organizations supporting diverse beneficiary groups is highly desirable.
• Experience interacting with persons with disabilities or supporting inclusive programming is an added advantage.
• Demonstrated sensitivity, professionalism, and ability to work respectfully with people from diverse backgrounds and abilities.

Required Skills & Competencies

• Excellent interpersonal and communication skills
• Strong organization and multitasking ability
• Good data entry and record management skills
• Professional and customer-oriented approach
• Outgoing, friendly, and confident personality
• Strong attention to detail
• Ability to work in a fast-paced and dynamic environment
• Interest in fashion, creativity, and working with designers/youth
• Problem-solving and coordination skills
• Ability to maintain confidentiality and professionalism
• Strong people skills with empathy and emotional intelligence
• Ability to create welcoming and inclusive environments
• Respectful, patient, and culturally sensitive approach to engagement
• Understanding of professionalism within diverse and inclusive workspaces

Preferred Attributes

The ideal candidate should be:

• Passionate about fashion and creative spaces
• Comfortable interacting with diverse people and stakeholders
• Highly dependable and proactive
• Presentable and professional
• Tech-comfortable and able to learn new systems quickly
• Excited about supporting youth, creativity, innovation, and inclusive learning environments

Working Conditions

• Full-time position based at the Fashion Lab in Nairobi.
• May occasionally support weekend or evening events, trainings, or activations when required.