Administrative Assistant – Office Support in Nairobi

About the role

The European Bank for Reconstruction and Development (EBRD) is seeking an Administrative Assistant for its Resident Office in Nairobi. The role provides comprehensive administrative and secretarial support to staff, ensuring smooth daily operations and effective coordination with international teams.

Key responsibilities

• Answer and screen telephone calls, take messages and provide a professional front‑of‑house service.
• Distribute mail, send fax messages and ensure correspondence reaches the appropriate EBRD staff.
• Manage diaries of bankers and key stakeholders, organise conference calls, video conferences and meetings.
• Arrange travel, visas and expense claim forms (ECFs) for business trips and follow up reimbursements.
• Support project preparation, due‑diligence and monitoring by updating databases, filing documents and preparing contract request forms.
• Maintain filing systems for instant retrieval of up‑to‑date project information.
• Assist in organising workshops, seminars and preparing presentations for internal and external meetings.
• Provide ad‑hoc secretarial duties, including translation of short documents and handling petty‑cash payments when required.

Required profile

• Higher education qualification.
• Fluent English with excellent written and oral communication skills.
• Proven secretarial and administrative experience.
• Strong organisational skills, proactive attitude and ability to prioritise work independently.
• Attention to detail, ability to work under pressure and handle confidential information.
• Team player with a professional, reliable and flexible approach.

Required skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Windows XP