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Administrative Associate NGO Job Chancen International
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<strong>Key Responsibilities<br><br></strong>Office Administration<br><br>Manage the front office: greet visitors, handle inquiries, and direct communications.<br><br>Answer, screen, and forward phone calls; provide accurate information via phone/email.<br><br>Procure and maintain office supplies, equipment, and inventory.<br><br>Organize meetings, workshops, and travel logistics (accommodation, visas, transport).<br><br>Maintain office cleanliness, office plants maintenance, safety, and security protocols.<br><br>Manage all suppliers, vendors and service providers.<br><br>Ensure all registers are properly filled and submit summary reports to the Country Director (Staff register, complaints register, visitors register).<br><br>Manage all queries received on the official office email channel.<br><br>Assist other departments during peak periods or as assigned.<br><br>People & Culture Support<br><br>Assist with recruitment coordination: Schedule interviews and prepare interview materials – ensure a smooth candidate experience.<br><br>Support employee onboarding/offboarding.<br><br>Maintain HR records: Update employee files (personal details, leave records, certifications) – ensure confidentiality of HR data per Chancen’s policies.<br><br>Assist with staff welfare initiatives: Coordinate team events, birthdays, or wellness activities.<br><br>Support training coordination: Schedule training sessions, book venues, and track attendance.<br><br>Financial Administration<br><br>Process payment requests and maintain records of office expenses.<br><br>Reconcile transactions and support the finance team with audit preparations.<br><br>Update and manage fixed assets register.<br><br>Assist in budget tracking and generate expense reports.<br><br>Support in procurement process.<br><br>Compliance & Reporting<br><br>Ensure adherence to organizational policies and statutory requirements.<br><br>Maintain accurate records and generate administrative/logistical reports.<br><br><strong>Requirements<br><br></strong>Required Qualifications and Experience<br><br>Diploma/Certificate in Business Administration, HR, or Finance.<br><br>2+ years in office administration, with additional experience in basic HR processes or finance/bookkeeping knowledge.<br><br>Familiarity with labor laws or compliance requirements in Kenya (advantageous).<br><br>Interest in employee engagement and workplace culture.<br><br>Proficiency in MS Office (advanced Excel for financial tasks).<br><br>Experience with Salesforce or similar CRM systems. Experience with HRIS systems is advantageous.<br><br>Strong attention to detail and commitment to accuracy.<br><br>Strong organizational and time-management skills.<br><br>Ability to work independently and prioritize tasks effectively.<br><br>Passion for using data to improve operational efficiency and decision-making
