Administration Support Officer

KenyaAdministration Support OfficerOrganizationConcern WorldwidePosted 27 Oct 2025 Closing date 3 Nov 2025Job Title: Administration Support OfficerReports to: Logistics CoordinatorDirect Reports: NoneClosely Work With: All Concern staffJob Location: 1 position in Nairobi (Candidates must be legally entitled to work in Kenya at the time of application - National Position)Contract Details: Fixed term – 12 monthsSalary Range: Base Salary: Kes 87,707 per monthHousing Allowance: 15% of the baseJob PurposeThe Administration Support Officer will provide administration support services for the Nairobi office, supporting in day-to-day management of administrative and logistics processes efficiently and professionally.Main Duties And ResponsibilitiesVisitor's RelationsManaging and screening all visitors to the office in collaboration with security guards and directing them to the relevant staff member.Answering the switch board and forwarding calls to the relevant staff memberSending mail through courier and ensuring that mails are managed in a cost-efficient manner as per laid down guidelines.Daily checking the Nairobi admin email address and forwarding emails as appropriate.Ensure the smooth running of the office, phone, internet, office furniture, equipment and supplies by making sure bills are paid on time.AdministrationAccommodation bookings in Nairobi for staff and visitors; ensuring that all staff and visitors are advised in advance of where they will be stayingBooking airport pick-up and drop-off for visitorsIssuing a temporary phone to visitors, if necessary; ensuring that it is returned when the visitors leave; ensuring the asset issue form is signed for phonesTop-up pre-paid visitor phone lines, as requiredMaintain an emergency contact card and issue to visitors on arrivalManaging the scheduling of bookings for meeting roomsPrepare payments for administration services e.g. accommodation, telephone, flights; for telephone ensuring that staff identify personal calls and are charged for themPrepare payments for utilities for electricity, gas, water – post-paid and pre-paid; for pre-paid monitoring consumption and ensuring that top-ups are made before funds run outMaintain the key-holder/office opening/closing boardMaintain the office notice board with up-to-date informationEnsuring that paper recycling boxes are emptied regularly and that the paper is dispatched to the recycling facilityEnsuring the printers and photocopies have adequate paper and toners; monitoring usage; facilitating replacement of tonersPerform other admin duties such as filing and photocopying admin related documentsReceive daily milk and newspaper suppliesSupport in data entry work for Kenya Finance TeamSupport in Logistics processes (facilitate signing of field related documents, prequalification process, Issuing stock adjustment reports)Support in tagging office inventorySupport in tracking office supplies stock and place orders (milk, newspaper, kitchen supplies, stationery store supplies, toners, printing papers, handwashing soap/foams, sanitizers)StoresManagement of the admin mini-stores which contain stationery, food items and cleaning materials; maintaining stores records, keeping the stores clean and tidy and ensuring that adequate stock levels are maintainedIssue monthly stock reconciliation reports for the admin mini-storesResponding to Emergencies:Participate and contribute as necessary towards Concern’s Emergency response as and when necessaryComply with Concern’s health, safety and security guidelines during emergenciesCode of Conduct and Associated Policies:To adhere to the standards of conduct outlined in the Code of Conduct and associated policiesTo support and promote the standards outlined in the CoC and associated policies to their team, partner organization's and beneficiaries, and be committed to providing a safe working environmentPerson SpecificationMinimum Education, Qualifications & Experience Required:Diploma or higher-level qualification in Business Administration, Office Management or other related disciplineMinimum of 2 years' experience in office administration, management or logistics activities.Strong professional initiative, self-confidence, oral communication and interpersonal skills.Previous experience in an international NGO is an added advantage.Computer-literate in Microsoft Word and ExcelExcellent interpersonal and communication skills.Excellent writing and oral skills in English and KiswahiliGood interpersonal, organization and communication skillsPreference will be given to candidates who have:Previous experience of working in an INGO and /or ConcernTeam Player with ability to work under pressureConfidentiality, Integrity and ability to handle sensitive situationsAbility to be flexible/adaptable in the face of changing prioritiesHigh integrity and demonstrated ability to follow standards and policiesCommitment to humanitarian principles and valuesCommitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated PoliciesCompetencies RequiredCommunicating and working with othersManaging selfSafeguarding at Concern: Code of Conduct and its Associated PoliciesConcern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a consultancy opportunity with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their consultancy contract. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to do consultancy work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, being hired as a consultant with Concern is subject to a range of vetting checks, including criminal background checking.Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.netHow to applyInterested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to nairobi.hr@concern.net with the subject of the email as 'Administration Support Officer- Nairobi' on or before Tuesday 4th November 2025. Only short-listed candidates will be contacted for interview.Concern Worldwide is an equal opportunity employer and does not charge a fee at any stage of the recruitment process (for application, written test, interview, training, medical examination etc.) nor act through recruitment agents. This is applicable for all opportunities including staff and interns.Your Personal DataDuring this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on ensuring that the name of any employee or volunteer (existing or new), does not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). Any offer of employment (either paid or voluntary) with Concern Worldwide will only be made following a successful clearance check being conducted on the applicant and such checks may be updated periodically during the course of the period of employment.By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned listsIn certain circumstances, donors may request that personal data relating to employees to work on the activities that they fund be provided directly to them - so that they can perform their own counter terrorism checks. This may involve transferring some basic personal data outside the EEA. It will be a condition of your employment contract that Concern be allowed to share this information with institutional donors for these purposes.For additional information please consult our website or contact the Human Resource Division in our Head Office.You have certain rights under data protection legislation. For more information on how to exercise those rights please visit www.concern.net/about/privacyPlease only apply for this position if you are satisfied with the proposed processing of your personal data as outlined above.Job detailsCountryKenyaSourceConcern WorldwideTypeJobCareer categoryAdministration/FinanceYears of experience0-2 yearsShare Share this on Facebook Share this on X Post this on LinkedIn