Administrative Operations Assistant

Role Purpose

Under the supervision of the Administration Officer, the Administrative Operations Assistant supports the fulfillment of operational administration requirements for Save the Children and implements established Administration Standard Operating Procedures.

Key Areas of Accountability

General Office Management

• Front Desk: Full-time management of the front desk, managing the office switchboard, answering telephones, and directing calls.
• Visitor Management: Greet and welcome all Kenya Country Office (KCO) visitors and direct them to relevant staff.
• Office Maintenance: Ensure the front office is tidy and clean. Assist with daily and monthly deep cleaning, general office maintenance, and repair works.
• Mail & Logistics: Send and receive office mail/parcels via courier and maintain a tracker.
• Procurement Support: Initiate timely replenishment of stationery, general office supplies, and consumables. Assist the Admin team with cost-effective measures for running office costs (kitchen, cleaning, sanitary, etc.).
• Meeting Support: Maintain clean, well-arranged meeting rooms and provide support for internal meetings.
• Facility Safety: Manage and track fire safety equipment servicing and maintenance.
• Water Management: Coordinate timely water deliveries for leased water dispensers.

Travel, Accommodation & Catering

• Flight Bookings: Support domestic flight bookings for staff and visitors via humanitarian and commercial airlines. Maintain updated travel trackers.
• Logistics Coordination: Support the processing of purchase requests and coordinate bookings for accommodation and outside catering for Nairobi and other field locations (Machakos, Naivasha, Nandi, and Coast region).

Administrative Support & Finance

• Invoice Processing: Process invoices related to domestic flight bookings within 7 days. Update monthly costed bookings.
• Access Control: Issue and manage office access cards and collaborate on access system maintenance.
• Inventory: Oversee office supplies control at the Administration store, maintain stationery/kitchen stock, and share monthly reconciliations.

Child Safeguarding

• Fully understand and conduct oneself in accordance with the provisions of the Child Safeguarding Policy and Code of Conduct. Ensure work activities do not put children at risk.

Skills and Behaviours (Our Values in Practice)

• Accountability: Holds self and others accountable for decisions and resource management.
• Ambition: Sets ambitious goals and thinks strategically.
• Collaboration: Builds effective relationships and values diversity.
• Creativity: Develops innovative solutions and is willing to take disciplined risks.
• Integrity: Honest and encourages transparency.

Qualifications and Experience

• A first degree in Business Administration, Human Resource Management, or equivalent.
• Minimum 2 years' experience in a similar role within an International NGO.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Excellent written and verbal communication skills in English and Swahili.
• Strong experience in people and relationship management.
• Ability to manage multiple requests and liaise with various departments.
• Assertive and pro-active with the ability to work on own initiative.
• Good analytical skills and the ability to cope with varying workloads.
• Willingness to travel occasionally to field area offices.
• Commitment to Save the Children's values and Child Safeguarding policies.

How to Apply

Interested and qualified candidates should submit their application through the official Save the Children recruitment portal on Oracle Cloud. Use the following link to begin the application process: Apply Now.