Administrative Assistant

GIZ Kenya is hiring an Administrative Assistant in Kabarnet to support project operations by managing office supplies, coordinating logistics, maintaining inventory, and assisting with event organization. If you have a knack for organization and are familiar with office administration, we encourage you to apply for this opportunity to contribute to sustainable development projects by submitting your application directly to GIZ Kenya.

GIZ Kenya is the German Agency for International Cooperation, acting on behalf of the German Government to support sustainable development in Kenya since 1975. Based in Nairobi, it partners with Kenyan authorities, private sector, and civil society to improve living conditions through projects focused on economic development, agriculture, renewable energy, and governance.

Administrative Assistant – Climate Sensitive Agriculture & Pastoralism in Northern Kenya (CLAP)

The Administration Assistant is responsible to deliver administrative duties. This is to be done in compliance with the needs of the projects and the rules and regulations of the GIZ.

Tasks

1. Administrative services

• Supports the organization of events and field trips
• Manage all office supplies
• Supports in ensuring proper store management of procured goods.
• Decreasing of all office running costs by close monitoring and regular tenders
• Maintaining all IT equipment (Printers, scanner etc.)
• Coordination with the maintenance department of the office building
• Liaising with regional offices on service contracts and overseeing their adherence to GIZ rules and regulations
• Filing financial administration documents in accordance to GIZ filing rules

2. Logistics Management

• Manage vehicles and drivers efficiently
• Raise Activity requests for all vehicle fuel top ups
• Manage performance of drivers with emphasis on productivity, efficiency and service delivery
• Ensure compliance with GIZ transport and policy procedures

3. Inventory Management:

• Managing the Onsite assets entry of all project inventory
• Coordination with procurement on new asset purchases
• Labelling all assets before dispatching to recipients
• Ensure inventory file is up to date and signed by respective persons

4. Office Management

• Assisting in arrangement and setup of in-house meetings
• Attending to requests by the cluster management
• Preparation of standard event/meeting documentation materials
• Maintenance of event calendars and providing adequate overviews where required
• Updating the access control details
• Maintaining all IT equipment (Printers, scanner etc.)
• Managing and monitoring all office consumables
• Restocking consumables
• Supervises the management of stationery and other materials in the office

5. Other duties/additional tasks

• Photocopies and scans documents as needed
• Performs other duties and tasks at the request of management

Qualifications

• GIZ experience in procurement and accounting
• Good working knowledge of IT and computer applications (e.g. MS Office, Excel)
• Very good command of the English language (oral and written)
• Willingness to upskill as required by the tasks to be performed

Duty Station: Kabarnet, Baringo County

Duration of Assignment: Up to December 2027 with possibility of extension