Administrative Agent – Nairobi Regional Office

About the role

DG ECHO is seeking a National Staff Administrative Agent to join its Nairobi Regional Office. The role provides essential administrative and reception support to the Administration and Finance team, ensuring smooth office operations and effective communication.

Key responsibilities

• Register and distribute incoming correspondence, ensuring timely replies and maintaining records of outgoing mail and documents.
• Draft standard administrative letters, proof‑read materials for format and spelling, and handle photocopying and collating tasks.
• Maintain filing and reference systems in line with procedural criteria.
• Facilitate internal and external communications, schedule meetings, and manage the central switchboard.
• Monitor office supplies, update stock cards, and oversee stationery distribution.
• Control visitor access, issue identification cards, and direct guests to appropriate staff or meeting rooms.
• Process office communications via ARES, 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 and travel permits 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.
• Strong attention to confidentiality and accuracy.
• Excellent organisational and communication skills.

Required skills