Hivos is inviting applications for an Administrative Assistant position based in Nairobi, Kenya, offering an opportunity for qualified administrative professionals to join an international organization and support efficient operations across multiple country offices.
The successful candidate will support the Administration function of the Kenya Office, which manages operations connected to Kenya, Uganda, and Niger Country Offices. The role covers a broad range of responsibilities, including front office and facilities management, travel and event logistics, archiving, procurement support, asset management, legal compliance, budget tracking, and payment processing.
The position is a full-time role requiring 40 hours of work and is based at the Hivos office in Nairobi. The organization is seeking candidates with a relevant Bachelor’s degree and between two and five years of administrative or office support experience, preferably gained in a regional or multinational environment.
Applications are expected by early September 2026, and interested candidates are strongly encouraged to apply as soon as possible because Hivos reserves the right to close the vacancy before the deadline if a suitable candidate is identified.
About the Administrative Assistant Role
The Administrative Assistant will play an important role in supporting the smooth and efficient functioning of Hivos’ Kenya Office.
This is a diverse administrative position suited to a professional who can manage multiple responsibilities, coordinate with different stakeholders, maintain accurate records, and provide practical support across day-to-day office operations.
The selected candidate will serve as a point of contact for staff and external stakeholders while also contributing to travel arrangements, event coordination, filing, procurement, asset management, payment processing, staff onboarding, and compliance activities.
The role requires strong organizational ability, attention to detail, communication skills, and the capacity to prioritize effectively when handling different assignments.
Key Responsibilities
Front Office and Facilities Management
The successful candidate will support the management of front office activities and office facilities.
Responsibilities include serving as a point of contact for regional staff and external stakeholders, answering phone calls, receiving visitors, and managing incoming mail and other posts.
The Administrative Assistant may also help manage service-provider contracts covering areas such as office leases, internet services, cleaning, and other facilities-related needs.
Travel and Event Logistics
Another major responsibility will involve supporting travel and event arrangements.
The selected candidate will assist with organizing both international and domestic travel for staff and visitors. This may include coordinating flights, travel insurance, visas, and accommodation.
The role also includes providing logistical support for workshops, meetings, and other office events.
Archiving and Data Management
Strong record-keeping will be essential for this position.
The Administrative Assistant will help maintain both physical and digital filing systems, draft correspondence, and manage incoming and outgoing mail.
Candidates with strong attention to detail and the ability to maintain organized information systems may therefore be particularly suited to this aspect of the role.
Procurement and Asset Management
The position also includes responsibilities related to office supplies, procurement processes, and organizational assets.
The successful candidate will help procure and manage inventory, including office stationery and other supplies. They will also support the management of organizational assets through activities such as tagging, tracking, maintenance, and disposal.
Additional responsibilities include ensuring asset insurance remains up to date and tracking the performance of contracted vendors.
The Administrative Assistant will also serve as Secretary to the Country Procurement Committee by helping schedule meetings, recording minutes, and following up on action points.
Staff Onboarding and Compliance Support
The role includes providing administrative assistance during staff onboarding.
This may involve providing administrative guidance, helping with desk allocation, and supporting staff orientation.
The selected candidate will also assist with legal and workplace compliance requirements, including monitoring adherence to operational safety and health requirements and supporting the renewal of business permits and fire safety certification.
Payment Processing
The Administrative Assistant will support financial administration by managing the office petty cash float and helping ensure vendor payments are processed in a timely manner.
The successful candidate will also prepare payment and purchase requests for assigned purchases.
Who Can Apply?
The position is intended for nationals or residents of Kenya.
Applicants should hold a Bachelor’s degree in Business Administration, Office Management, Secretarial Studies, or another related field.
Candidates should have two to five years of experience in administrative work or office support, preferably within a regional or multinational environment.
Experience supporting senior managers or leadership teams is considered an advantage.
Applicants must be fluent in English, while professional knowledge of French is considered an added advantage.
Skills and Competencies Required
Hivos is looking for a well-organized and proactive professional who can work effectively with diverse teams and stakeholders.
Key skills include:
- Strong organizational and time-management abilities
- Excellent written and verbal communication skills
- Proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and 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
What Hivos Offers
The successful candidate will work from Hivos’ Nairobi office in what the organization describes as a stimulating professional environment with dedicated staff.
The position comes with a local contract based on Hivos’ local labour conditions, with remuneration determined according to the successful candidate’s experience and expertise.
While Hivos welcomes international and regional applicants, the organization states that it can offer the position only to candidates who have a valid work permit for Kenya.
How to Apply
Interested candidates should prepare a cover letter of no more than one page and a CV of no more than two pages.
Applications should be submitted through the official Hivos recruitment platform.
Opportunity at a Glance
Position: Administrative Assistant
Organization: Hivos
Location: Nairobi, Kenya
Working Hours: 40 hours
Experience Required: 2–5 years
Education: Bachelor’s degree in a relevant field
Eligibility: Kenyan nationals or residents, with valid Kenyan work authorization where applicable
Languages: Fluent English required; French is an advantage
Application Deadline: 6 September 2026, midnight EAT, according to the application instructions
Early Application: Strongly encouraged
Official Application: Apply for the Hivos Administrative Assistant position
Applicants should note that the vacancy page also lists 7 September 2026 as the application deadline, while the application instructions state that submissions are received until 6 September 2026 at midnight EAT. Candidates are therefore advised to apply before 6 September 2026 to avoid missing the earlier stated cutoff.
