Administrative Assistant at Green Heart Kilifi

Administrative Assistant at Green Heart Kilifi – Green Heart Kilifi Kenya Job Details

About the Role

Green Heart Kilifi is hiring an Administrative Assistant to join its operations team in Kilifi on a full-time basis. This position sits at the centre of the organisation’s day-to-day functioning, overseeing office systems, facilities management, compliance tracking, and human resources support across all departments. The role provides meaningful experience in Administration in Kenya, where your attention to detail and ability to spot operational gaps will directly enable the wider team to concentrate on their core objectives.

As an Administrative Assistant at Green Heart Kilifi, you will handle procurement and supplies, facilities coordination, HR logistics, data management, calendar scheduling, and compliance documentation. This is not a background function — you will work across multiple areas of the organisation, identifying problems before they escalate and ensuring tasks are completed consistently and thoroughly.

Key Responsibilities

• Manage office supply inventory and consumables; coordinate equipment maintenance and repairs, process incoming and outgoing deliveries, and book travel and accommodation according to company policy.
• Perform regular data entry in Google Drive and Notion; maintain records for new hires and staff exits; update internal tracking systems; and correct filing inconsistencies promptly.
• Schedule team meetings and all-staff gatherings; follow up on action items and decisions from meetings; arrange one-to-one performance reviews and internal events.
• Oversee land transaction documentation, obtain required signatures from relevant parties, monitor compliance deadlines, handle petty cash records, manage procurement paperwork, and assist with work permit applications.
• Support recruitment administration, set up onboarding systems for incoming staff, maintain leave records, coordinate staff activities, and circulate HR updates and announcements.
• Monitor stock levels to prevent shortages; ensure documents are filed appropriately and retrievable; track important deadlines ahead of time; and maintain confidentiality with sensitive records.

Requirements & Qualifications

• 1–2 years of experience in an administrative, procurement, or office support function (preferred, though strong candidates with limited experience are welcome to apply).
• Strong organisational ability with the capacity to work systematically and maintain consistent accuracy in detail-oriented work.
• Hands-on experience with Google Workspace applications including Drive, Calendar, Docs, and Sheets; working knowledge of Notion.
• Fluent written and verbal communication in English and Swahili.
• Consistent ability to manage competing priorities and meet set deadlines.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Composure and reliability under pressure and tight timelines.
• Openness to learning, developing skills, and adapting to an organisation still building out its systems and processes.

What to Expect

• A position where your contributions to operations are visible and valued across the organisation.
• Exposure to multiple operational areas—including facilities, compliance, HR support, and logistics—giving you breadth in Administration jobs in Kilifi.
• A collaborative environment that values consistency, clear communication, and initiative over hierarchical formality.
• This Administrative Assistant at Green Heart Kilifi position in Kilifi is open to qualified candidates. Click Apply below to submit your application.