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Administrative, clerical jobs in Ngong, Kenya
1 jobs found
International Federation of Red Cross And Red Crescent Societies
Assistant, Administration - Temporary Staff
Closed for applications
GIZ KE
Administrative Specialist - (Sustainable Economic Development Cluster)
Closed for applicationsOnly on Fuzu
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CHASP Advisory, Fresh Life , GIZ KE, International Federation of Red Cross And Red Crescent Societies, World University Service of CanadaProfession (Non-profit, social work)
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Industry (Administrative, clerical)
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Seniority (Administrative, clerical, Non-profit, social work)
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GIZ KE
Non-profit + 1 more
Description
About the Position
GIZ implements technical cooperation projects in Kenya on behalf of the German Government and other commissioning partners. The Energy, Transport and Climate Change Cluster supports Kenya’s transition towards a climate-resilient, low-carbon and inclusive economy.
The Cluster works with government, development partners, private sector, academia and civil society to advance renewable energy, energy efficiency, sustainable transport, climate action and innovation.
The Cluster is seeking an Administrative Assistant to provide efficient and effective administrative and organisational support to Cluster Management, ensuring compliance with GIZ processes, policies and regulations.
The Main Admnistrative Assistant’s role is:
Provide administrative and organisational support to the Cluster Management, including calendar management, meetings, travel arrangements, documentation and follow-up of management decisions.
Support in coordination of the Cluster Management meetings, retreats, workshops, inductions and other internal events, ensuring effective planning, logistics and documentation.
Support staff onboarding and induction by coordinating with HR, Service Units and project teams and ensuring new staff receive relevant Cluster information.
Coordinate the day-to-day administration and smooth operation of the ETCC Cluster office, including office space, access cards, utilities, lease administration and shared office costs.
Liaise with building management, service providers and IT colleagues to ensure effective office facilities and operational support.
Support in coordinatation of the administrative arrangements for satellite Energy Transport and Climate Change Cluster (ETCC) offices and support consistent administrative standards across locations.
Supports the Service Units and project teams with Cluster-wide administrative processes, framework agreements e.g cleaning services, water supply, consumables supply etc documentation, approvals and other management requests.
Maintain accurate records, action trackers and an overview of Cluster projects, key milestones, partners and relevant administrative information inclusive of information letters, implementation Agreements and handover documents.
Handle confidential information and documentation with a high degree of discretion.
Provide backup support to administrative colleagues and undertake other duties assigned by Cluster Management ie in liaison with the Country office supports in getting AMAsIMAs/interns work permits, facilitates documentation for obtaining VISA’s for various travellers (partbers, staff, management) in and out of Kenya
Reception Tasks
Greet and welcome guests as soon as they arrive at the office
Direct visitors to the appropriate person and office
Answer, screen and forward incoming phone calls
Ensure reception area is tidy and presentable, with all necessary stationery and ma-terial (e.g. pens, forms and brochures)
Provide basic and accurate information in-person and via phone/email
Receive, sort and distribute daily mail/deliveries
Dispatch/receive mail from and to Headquarters/Country Office and/or partners and maintain an online tracking system.
Additional Tasks
Support in Updating the new colleagues profile and introducing them to the team
Support in Stationary stock take and replenishment
Support in Workshop equipment preparation
Support in the Conference booking
Qualifications and Specialist knowledge
Diploma in Business Administration, Business Management or Front Office Management
Professional experience
At least 1-2 years’ proven experience in a receptionist or front office role, preferably in an international organization or a multicultural environment
Proficient in using standard office software (e.g., Microsoft Office applications)
Other knowledge requirements, additional competencies
Excellent verbal and written communication skills
Fluency in English and Kiswahili
Strong organizational and time-management abilities
Attention to detail and ability to manage multiple tasks
Excellent interpersonal and problem-solving skills
Ability to work flexibly, independently, and under pressure
Proficiency in using office equipment, such as computers, printers and telephones
Knowledge of telephone and email etiquette
Willingness to upskill as required by the tasks to be performed
Assignment Details
Duty Station: Nairobi
Duration: Up to 31.12.2027
Vacancy Reference Number: GIZ/ETCC/10/08/2026
Equal Employment Opportunity
GIZ Kenya is committed to fostering a diverse, inclusive, and respectful workplace. We provide equal employment opportunities to all and do not tolerate discrimination based on race, colour, ancestry, religion, age, gender, sexual orientation, ethnic origin, disability, marital status, or any other protected status.
Ethics
GIZ is committed to safeguarding the safety, dignity, and well-being of staff, partners, community members, and programme participants. Sexual exploitation, abuse, harassment, child abuse, and all forms of misconduct are strictly prohibited. Staff are expected to uphold high ethical standards, comply with local laws, and complete mandatory ethics training upon engagement.
Data Confidentiality
Candidate applications will be retained for six (6) months in accordance with GIZ's data protection policy and deleted thereafter.
Only shortlisted candidates will be contacted.
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