Administrative Agent – Nairobi Regional 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 join its Nairobi Regional Office. The role provides essential administrative and reception support to ensure smooth office operations in a fast‑paced humanitarian environment.

Key responsibilities

• Register and distribute incoming correspondence, ensuring timely replies and maintaining records of outgoing mail and documents.
• Draft, proof‑read and format standard administrative letters and other written materials.
• Maintain filing and reference systems in line with procedural criteria.
• Handle internal and external communications, schedule meetings and manage the central switchboard.
• Monitor visitors, issue identification cards and direct them to appropriate staff or meeting rooms.
• Maintain stationery stock, update stock cards and distribute supplies.
• Update staff contact lists and circulate them regularly.
• Support staff planning by tracking leave, sickness and training, and prepare monthly reports.
• 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 three years of relevant administrative or secretarial experience.
• Demonstrated ability to handle confidential information with discretion.

Required skills

• Proficiency with the ARES communication system for handling office mail and parcels.