Administration Support Officer

October 27, 2025 •

Location Nairobi
Posted 2 weeks ago

Job Description

Country: Kenya
Organization: Concern Worldwide
Closing date: 3 Nov 2025

Job Title: Administration Support Officer

Reports to: Logistics Coordinator

Direct Reports: None

Closely Work With: All Concern staff

Job Location: 1 position in Nairobi (Candidates must be legally entitled to work in Kenya at the time of application – National Position)

Contract Details: Fixed term – 12 months

Salary Range: Base Salary: Kes 87,707 per month

Housing Allowance: 15% of the base

Job Purpose

The Administration Support Officer will provide administration support services for the Nairobi office, supporting in day-to-day management of administrative and logistics processes efficiently and professionally.

Main Duties and Responsibilities

Visitor’s Relations

  • Managing and screening all visitors to the office in collaboration with security guards and directing them to the relevant staff member.
  • Answering the switch board and forwarding calls to the relevant staff member
  • Sending mail through courier and ensuring that mails are managed in a cost-efficient manner as per laid down guidelines.
  • Daily checking the Nairobi admin email address and forwarding emails as appropriate.
  • Ensure the smooth running of the office, phone, internet, office furniture, equipment and supplies by making sure bills are paid on time.

Administration:

  • Accommodation bookings in Nairobi for staff and visitors; ensuring that all staff and visitors are advised in advance of where they will be staying
  • Booking airport pick-up and drop-off for visitors
  • Issuing a temporary phone to visitors, if necessary; ensuring that it is returned when the visitors leave; ensuring the asset issue form is signed for phones
  • Top-up pre-paid visitor phone lines, as required
  • Maintain an emergency contact card and issue to visitors on arrival
  • Managing the scheduling of bookings for meeting rooms
  • Prepare payments for administration services e.g. accommodation, telephone, flights; for telephone ensuring that staff identify personal calls and are charged for them
  • Prepare payments for utilities for electricity, gas, water – post-paid and pre-paid; for pre-paid monitoring consumption and ensuring that top-ups are made before funds run out
  • Maintain the key-holder/office opening/closing board
  • Maintain the office notice board with up-to-date information
  • Ensuring that paper recycling boxes are emptied regularly and that the paper is dispatched to the recycling facility
  • Ensuring the printers and photocopies have adequate paper and toners; monitoring usage; facilitating replacement of toners
  • Perform other admin duties such as filing and photocopying admin related documents
  • Receive daily milk and newspaper supplies
  • Support in data entry work for Kenya Finance Team
  • Support in Logistics processes (facilitate signing of field related documents, prequalification process, Issuing stock adjustment reports)
  • Support in tagging office inventory
  • Support in tracking office supplies stock and place orders (milk, newspaper, kitchen supplies, stationery store supplies, toners, printing papers, handwashing soap/foams, sanitizers)

Stores:

  • Management of the admin mini-stores which contain stationery, food items and cleaning materials; maintaining stores records, keeping the stores clean and tidy and ensuring that adequate stock levels are maintained

  • Issue monthly stock reconciliation reports for the admin mini-stores

    Responding to Emergencies:

  • Participate and contribute as necessary towards Concern’s Emergency response as and when necessary

  • Comply with Concern’s health, safety and security guidelines during emergencies

    Code of Conduct and Associated Policies:

  • To adhere to the standards of conduct outlined in the Code of Conduct and associated policies

  • To support and promote the standards outlined in the CoC and associated policies to their team, partner organization’s and beneficiaries, and be committed to providing a safe working environment

    Person Specification

    Minimum Education, Qualifications & Experience Required:

  • Diploma or higher-level qualification in Business Administration, Office Management or other related discipline

  • Minimum of 2 years’ experience in office administration, management or logistics activities.

  • Strong professional initiative, self-confidence, oral communication and interpersonal skills.

  • Previous experience in an international NGO is an added advantage.

  • Computer-literate in Microsoft Word and Excel

  • Excellent interpersonal and communication skills.

  • Excellent writing and oral skills in English and Kiswahili

  • Good interpersonal, organization and communication skills

    Preference will be given to candidates who have:

  • Previous experience of working in an INGO and /or Concern

  • Team Player with ability to work under pressure

  • Confidentiality, Integrity and ability to handle sensitive situations

  • Ability to be flexible/adaptable in the face of changing priorities

  • High integrity and demonstrated ability to follow standards and policies

  • Commitment to humanitarian principles and values

  • Commitment to adhere to the standards of conduct outlined in the Code of Conduct and Associated Policies

Competencies required:

  • Communicating and working with others
  • Managing self

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a consultancy opportunity with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their consultancy contract. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to do consultancy work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, being hired as a consultant with Concern is subject to a range of vetting checks, including criminal background checking.

Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.net

How to apply

Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to nairobi.hr@concern.net with the subject of the email as ‘Administration Support Officer- Nairobi’ on or before Tuesday 4th November 2025. Only short-listed candidates will be contacted for interview.

Concern Worldwide is an equal opportunity employer and does not charge a fee at any stage of the recruitment process (for application, written test, interview, training, medical examination etc.) nor act through recruitment agents. This is applicable for all opportunities including staff and interns.

Your Personal Data

During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.

Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on ensuring that the name of any employee or volunteer (existing or new), does not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). Any offer of employment (either paid or voluntary) with Concern Worldwide will only be made following a successful clearance check being conducted on the applicant and such checks may be updated periodically during the course of the period of employment.

By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists

In certain circumstances, donors may request that personal data relating to employees to work on the activities that they fund be provided directly to them – so that they can perform their own counter terrorism checks. This may involve transferring some basic personal data outside the EEA. It will be a condition of your employment contract that Concern be allowed to share this information with institutional donors for these purposes.

For additional information please consult our website or contact the Human Resource Division in our Head Office.

You have certain rights under data protection legislation. For more information on how to exercise those rights please visit www.concern.net/about/privacy

Please only apply for this position if you are satisfied with the proposed processing of your personal data as outlined above.