Administration Officer – Nairobi, Kenya

About the role

The Administration Officer will provide efficient administrative and organisational support to ensure smooth day‑to‑day operations for our Nairobi office. This role involves maintaining accurate records, coordinating travel, planning office activities, and supporting both staff and management. The position works on a shift basis to align with US business hours.

Key responsibilities

• Provide general administrative and clerical support to management and staff.
• Manage incoming and outgoing correspondence, emails, telephone calls, and enquiries.
• Maintain accurate electronic and physical filing systems.
• Prepare, format, and distribute reports, letters, documents, presentations, and other correspondence.
• Schedule meetings, appointments, travel and events; prepare agendas and minutes as required.
• Maintain office supplies and equipment; coordinate procurement of stationery and other administrative items.
• Process invoices, purchase orders, expense claims, and other financial documentation.
• Capture, update, and maintain data and records accurately.
• Assist with preparing reports, spreadsheets, and administrative summaries.
• Coordinate travel arrangements, accommodation, and related logistics.
• Support onboarding and off‑boarding administrative processes for employees.
• Liaise with internal departments, clients, suppliers, and other stakeholders professionally.
• Assist with implementation and maintenance of administrative policies and procedures.
• Handle confidential and sensitive information appropriately.
• Monitor deadlines and follow up on outstanding administrative matters.
• Assist with audits, compliance documentation, and record‑keeping requirements.
• Perform other reasonable administrative duties as assigned by management.

Required profile

• High School certificate.
• Diploma or certificate in Business Administration or related field.

Required skills