Administrative Operations Assistant at Save the Children

Administrative Operations Assistant at Save the Children – Save the Children Kenya Job Details

About the Role

Save the Children is recruiting an Administrative Operations Assistant to support its Kenya Country Office based in Nairobi. You will work full-time under the Administration Officer, providing operational backbone to the organization across multiple office locations. This role combines front-desk management, logistics coordination, and facilities oversight—core functions in NGO jobs in Nairobi where organizational precision directly enables the charity to deliver its mission effectively.

The Administrative Operations Assistant at Save the Children requires someone capable of managing competing priorities with accuracy and methodical attention to detail. You will oversee visitor check-ins, coordinate travel arrangements, track inventory, and manage facilities across the Nairobi headquarters and satellite offices in Machakos, Naivasha, Nandi, and the Coast region. This is operational work that keeps the organization functioning reliably day-to-day.

Key Responsibilities

• Operate the front desk full-time, handling switchboard duties, call routing, welcoming visitors, and directing inquiries to appropriate staff members.
• Maintain cleanliness and organization of front office spaces and participate in scheduled deep cleaning and fumigation across all office facilities.
• Process incoming and outgoing correspondence and parcels through courier services, track shipments with accuracy, and maintain organized filing systems for front-desk records.
• Coordinate domestic flight bookings for Save the Children staff and authorized visitors, process associated invoices within seven days, and maintain current travel records for national employees.
• Arrange accommodation bookings and external catering services for the Nairobi office and satellite locations in line with administration and procurement service agreements.
• Monitor office supplies inventory at the administration store, track stationery and kitchen stock levels, maintain accurate supply documentation, and produce monthly reconciliation reports for the Administration Officer.
• Track maintenance schedules for fire safety equipment, administer office access card distribution, arrange water dispenser servicing and refills, and compile monthly repair requests.
• Issue and manage office access cards, coordinate with relevant teams on access system upkeep, and ensure meeting rooms are set up and maintained for internal sessions.

Requirements & Qualifications

• Bachelor’s degree in Business Administration, Human Resource Management, or a related qualification.
• Minimum two years of administrative experience within an international NGO or comparable organization.
• Working knowledge of Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Clear written and verbal communication skills with the ability to interact professionally with diverse colleagues and stakeholders.
• Demonstrated experience building working relationships and collaborating across different departments.
• Ability to handle multiple concurrent requests and coordinate across teams while maintaining service quality.
• Capacity to work independently with initiative and function effectively with limited supervision.
• Strong analytical capability to extract key information from complex material and organize activities for efficient operations.

What to Expect

• You will operate within a structured setting supporting multiple departments and office locations across Kenya, requiring flexibility and prompt responsiveness to organizational needs.
• Your typical week will balance routine administrative tasks—mail handling, supply management, visitor coordination—with special projects involving facilities maintenance, logistics coordination, and travel administration.
• The Administrative Operations Assistant at Save the Children position in Nairobi is open to qualified candidates. Click Apply below to submit your application.