Administrative Assistant (Temporary)

About the role

The International Federation of Red Cross and Red Crescent Societies is seeking a temporary Administrative Assistant to support its records and archive functions in Nairobi. You will play a key role in digitising, organising and safeguarding physical and digital documents while ensuring compliance with the IFRC Records Retention Schedule.

Key responsibilities

• Prepare, scan, index and upload physical files using the approved IFRC filing structure and naming conventions.
• Maintain accurate physical and digital archive inventories and tracking registers.
• Conduct first‑level quality checks to verify completeness, legibility and correct indexing of scanned files.
• Ensure traceability between physical files and their corresponding digital records.
• Identify records due for disposal and support the approved disposal process.
• Retrieve, track and return physical files requested by authorised finance, administration or audit users.
• Maintain confidentiality and security of financial and personnel information.
• Provide regular progress updates on scanning, indexing and quality‑checking activities.
• Assist the Admin Officer and Accounting Officer with archive‑related tasks as required.

Required profile

• Diploma or degree in Administration, Records Management, Information Management or a related field.
• At least one year of relevant experience in filing, records management, administration or data entry.
• Strong attention to detail, accuracy, organisation and confidentiality.
• Understanding of and commitment to IFRC’s mission and values.

Required skills

• Good computer skills, especially Microsoft Office.
• Experience with scanning, electronic filing and SharePoint (preferred).
• Core digital proficiency in communication, content creation, safety, data literacy and problem‑solving with technology.