NGO Jobs-Administrative Assistant at GIZ Kenya

About the Company

GIZ (German Gesellschaft für Internationale Zusammenarbeit GmbH) provides services in international technical cooperation worldwide. Active in Kenya since 1964, GIZ implements programs in areas such as economic development, green energy and water, governance, food security, and peace and security. The German Federal Ministry for Economic Cooperation and Development (BMZ) is GIZ’s main commissioning party. GIZ also collaborates closely with the private sector, fostering successful interaction between development policy and foreign trade.

Job Summary

As a federally owned enterprise, GIZ supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. The project aims to improve the administrative, regulatory, and technical requirements for supplying Kenya with electricity generated exclusively from renewable energies. Key project outputs include:

1. Enhanced technical and administrative foundations for planning and procuring renewable energy capacities.
2. Improved decision-making basis for making electricity demand more flexible among public and private actors, including women-led institutions.
3. Improved regulatory and technical basis for grid integration of electricity from renewable sources.

The Administrative Assistant will work with the Events & Logistics Department, handling front office duties and overseeing the maintenance and functionality of essential office facilities. The role includes performing ad hoc duties as needed by the department.

Responsibilities

Reception Duties:

• Greet and welcome guests.
• Direct visitors to the appropriate person and office.
• Answer, screen, and forward incoming phone calls.
• Ensure the reception area is tidy and well-stocked with necessary stationery and materials.
• Provide basic and accurate information in-person and via phone/email.
• Receive, sort, and distribute daily mail/deliveries.
• Dispatch/receive mail from/to Headquarters/Country Office and/or partners and maintain an online tracking system.
• Maintain office security by following safety procedures and controlling access.
• Act as the first point of contact for external enquiries.
• Perform clerical duties such as filing, photocopying, and transcribing.
• Ensure office and equipment are well-maintained.
• Keep detailed records of visitor requests and calls received.
• Assist with booking office conference rooms and manage on-site event logistics.

Facilities Management:

• Ensure that basic facilities like water and lighting are well-maintained.
• Develop and implement a maintenance schedule for regular inspections, servicing, and repairs.
• Coordinate installations of telecommunications systems, plumbing, electrical systems, and other infrastructure.
• Plan and manage office refurbishments or renovations.
• Conduct regular inspections of office structures and address maintenance or repair needs.
• Ensure compliance with health, safety, and environmental regulations.
• Communicate with landlords or property managers about repair or maintenance issues.
• Collaborate with the procurement officer to procure necessary supplies and services.
• Implement sustainable practices to improve energy efficiency and reduce waste.

Logistics:

• Arrange ground transportation for staff and partners.
• Collaborate with the Relocation Specialist for work permits, renewals, and technical identifications.
• Prepare Electronic Travel Authorization support letters.
• Coordinate with the Human Resources Department for VISA application support letters.

Other Tasks:

• Maintain stock levels of necessary office supplies.
• Coordinate the distribution and return of meeting supplies.
• Assist with planning and execution of in-house meetings and events.
• Manage office keys.
• Conduct physical and digital archiving of event-related documents.
• Perform other duties as requested by management.

Requirements & Skills

• A Diploma in Front Office Operations or a related field. A degree in business administration, office administration, or a related field is advantageous.
• At least 3 years of experience as an Office Manager, Front Office Manager, or Administrative Assistant.
• Proficiency in Microsoft Office Suite.
• Hands-on experience with office equipment (e.g., printers).
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Demonstrated ability to read, write, and speak English.
• Resourcefulness and proactivity in problem-solving.
• Excellent organizational and interpersonal skills.
• Strong multitasking and time-management skills.
• Customer service attitude.

What Do We Offer?

• An interesting and challenging position in a German Government-owned company that operates internationally.
• A working environment that encourages intellectual openness.
• A contract in line with local Kenyan legal conditions, with a long-term option, competitive compensation, and generous social benefits.

Duration of Assignment

The duration of the assignment is 1 year.

Duty Location

The duty location is Nairobi.

Submission of Application

• Vacancy Reference Number: GIZ/ETCC/01/07/2024
• GIZ is an equal opportunity employer.
• Last date of receiving applications: Only shortlisted candidates will be contacted.
• GIZ promotes Gender Diversity – Applications from women professionals are encouraged.
• Disclaimer: As per GIZ’s data confidentiality policy, candidates’ applications are stored in our database for 6 months and deleted thereafter.

Required Skills

• Office administration and management
• Office supplies management
• Word processing and office software
• Logistics planning and management
• Email correspondence
• Coordination skills