Administrative Agent – Nairobi Office

About the role

The European Commission’s Directorate General for European Civil Protection and Humanitarian Aid Operations (DG ECHO) is seeking a National Staff member to join its Nairobi Regional Office as an Administrative Agent. The role provides essential support to the Administration and Finance team and ensures smooth day‑to‑day office operations.

Key responsibilities

• Register and forward incoming correspondence, ensuring timely replies and proper record‑keeping.
• Draft, proofread and format standard administrative letters and documents.
• Maintain filing and reference systems in line with procedural criteria.
• Handle internal and external communications, schedule meetings and manage the central switchboard.
• Monitor office supplies, update stock cards and distribute stationery.
• Control visitor access, issue identification cards and direct guests to appropriate staff or meeting rooms.
• Process office communications via ARES, email, post, diplomatic pouch and express airmail.
• Update staff contact lists and assist with staff planning tables, including leave and training reports.
• Support protocol matters such as visa requests and travel permits when the protocol officer is unavailable.

Required profile

• Minimum Diploma in Secretarial and/or Administration.
• At least 3 years of relevant administrative or secretarial experience.
• Demonstrated ability to handle confidential information with discretion.
• Strong organizational skills and attention to detail.

Required skills