Administrative Assistant for NGO

About the role

The Administrative Assistant supports Green Heart’s operations across the office, show home, pump house and solar power plant. You will ensure supplies never run out, files are always in place and deadlines are met, acting as the quiet engine behind daily activities.

Key responsibilities

• Maintain office and facilities stock, coordinate equipment repairs, handle parcels and arrange travel and accommodation according to policy.
• Enter daily data into Google Drive and Notion, manage new‑hire and exit folders, keep internal trackers up‑to‑date and flag filing errors.
• Book all‑staff and organization meetings, follow up on action points, and schedule reviews and events.
• Maintain land transaction files, chase signatures, track compliance deadlines, manage petty cash and support work‑permit renewals.
• Support people operations through recruitment logistics, onboarding setup, leave tracking, staff events and HR communications.

Required profile

• 1–2 years of experience in an admin, procurement or office‑support role (strong juniors welcome).
• Highly organized with strong attention to detail and the ability to prioritize and meet deadlines.
• Comfortable working under pressure, discreet with confidential information and eager to learn.
• Fluent in written and spoken English and Swahili.

Required skills

• Proficiency with Google Workspace (Drive, Calendar, Docs, Sheets).
• Experience using Notion for data management and tracking.