Sightsavers is an international organisation that changes lives for the long term. We work in more than 30 countries to eliminate avoidable blindness and support people with visual impairments to live independently. We are seeking an Administrative Assistant to handle front office operations, office support services, and procurement assistance in our Nairobi office.
Role Purpose
As the Administrative Assistant, you will serve as the first point of contact for the organisation, managing front office operations while providing essential administrative and logistical support to the team. Your role is vital in ensuring an efficient working environment and facilitating smooth operations for both local staff and international visitors.
Key Responsibilities
Front Office Duties
- Answer, screen, and forward incoming phone calls professionally.
- Ensure the reception area is tidy and presentable, equipped with all necessary stationery and materials (e.g., pens, forms, and brochures).
- Provide basic and accurate information in person and via phone/email.
- Maintain office security by following safety procedures and controlling access via the reception desk (monitoring logbooks and opening the office door).
Office Support Services
- Facilitate travel needs for staff and visitors as needed, collaborating with the office driver, taxi companies, and travel agencies.
- Coordinate travel and accommodation for foreign staff and visitors to Kenya in conjunction with the head office travel department, including visas, airport transfers, meals, and other visitor requirements.
- Make requisitions for small petty cash payments to staff or suppliers with relevant approvals and manage supplier cheque collections.
- Facilitate meetings at the office or hosted externally by ensuring adequate amenities (coffee, teas, lunches) are in place.
- Take minutes during meetings as and when requested.
- Ensure a productive working environment by managing the timely opening of the office and overseeing essential services (utilities, internet, telephone), supplies, and stationery.
Procurement
- Liaise with the Admin Officer for office procurement requirements.
- Request various supplies on behalf of staff as requested.
- Maintain stock for office supplies and replenish when required.
Skills and Experience Required
- Proven experience in a similar administrative role.
- Hold a tertiary qualification in Front Office Management or Administration (At least a Diploma).
- Experience in organising project/programme meetings, staff travel, seminars, and other project-related activities.
- Experience taking meeting minutes.
- Proficiency with Microsoft Office applications.
- Excellent organisational skills.
- Experience booking travel and accommodation for visitors and staff.
How to Apply
Interested and qualified candidates should apply through the Sightsavers careers portal at careers.sightsavers.org. Click the application link provided on the site to proceed.
