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 Administrative Agent to support its Nairobi Regional Office. The role combines administrative, reception, and coordination duties to ensure smooth office operations.

Key responsibilities

• Register and process incoming correspondence, ensuring timely replies and proper record‑keeping.
• Draft, proofread, and circulate standard administrative letters and documents.
• Maintain filing and reference systems in line with procedural criteria.
• Schedule meetings, manage the central switchboard, and handle visitor registration and identification.
• Monitor and replenish stationery supplies, updating stock cards as needed.
• Distribute and dispatch office communications via email, post, diplomatic pouch, and express airmail.
• Update staff contact lists and prepare monthly reports on leave, sickness, and training.
• Assist with protocol matters such as visa requests, travel permits, and car registrations 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.

Required skills

What we offer

• Opportunity to work within a leading European humanitarian agency.
• Professional development in an international, multicultural environment.