Location: Nairobi, Kenya
Job ID: 1505
Category: Clerical and Administrative Support
Application Deadline: 16 July 2025
Heifer International is currently recruiting a highly organized and service-oriented Administration Assistant to join its Kenya Country Office. This position is essential to the smooth functioning of operational processes and administrative systems, enabling the organization to deliver on its mission of supporting smallholder farmers to achieve a sustainable living income.
This role is a unique opportunity to contribute to a globally recognized non-profit organization that has worked with over 36 million smallholder farmer families worldwide since 1944. In Kenya, Heifer aims to reach 625,000 smallholder households as part of its broader Africa target of 6.745 million.
About Heifer International
Heifer International is a global development organization on a mission to end hunger and poverty in a sustainable way by supporting smallholder farmers, with a strong focus on youth and women. Through the Sustainable Locally Led Development (SLLD) approach, Heifer is accelerating efforts to close the Sustainable Living Income (SLI) gap for 10 million additional families globally by 2030.
The Operations Department within Heifer Kenya plays a foundational role in enabling program implementation by providing essential business support services through its Administration and Procurement units.
Position Overview
Reporting directly to the Operations Director, the Administration Assistant is responsible for the effective coordination of office operations, logistics, travel, events, and internal support services. As the first point of contact for internal staff and external service providers, the incumbent must display exceptional customer service and communication skills.
This position involves maintaining orderly systems and processes, tracking and managing office resources, and ensuring compliance with internal policies and quality standards. The Administration Assistant will interact across departments, supporting program teams and contributing to operational efficiency and workplace well-being.
Key Responsibilities and Deliverables
A. Office and Facility Management (25%)
- Serve as the first point of contact for staff, visitors, and service providers.
- Order and track office supplies, manage asset tagging and verification.
- Oversee asset disposal and maintain comprehensive filing systems (electronic and physical).
- Ensure compliance with the Quality Management System (QMS) and Occupational Health and Safety (OHS) standards.
B. Fleet and Asset Management (20%)
- Coordinate the use of internal vehicles and manage scheduling for the organization’s driver(s).
- Monitor motor vehicle insurance, maintenance schedules, and service records.
- Liaise with approved vendors for outsourced transport services.
- Maintain accurate fuel consumption records and ensure all fleet documentation is current.
C. Travel and Logistics Coordination (20%)
- Arrange travel for employees and visitors, including flights and hotel bookings via approved vendors.
- Prepare and distribute travel itineraries and follow up on booking confirmations.
- Maintain comprehensive travel documentation for reconciliation and future reference.
D. Event and Meeting Coordination (15%)
- Organize meetings, workshops, and training sessions, handling logistics including venues, catering, materials, and participant coordination.
- Provide support during events and take minutes at key meetings when required.
E. Reporting and Documentation (15%)
- Compile and submit regular reports on administrative expenditures and office budget usage.
- Track expenses related to office supplies and fleet management.
- Ensure timely and accurate reporting to the Operations Director.
F. Other Duties (5%)
- Carry out any other tasks assigned by the supervisor that support the functioning of the office.
Minimum Requirements
- Bachelor’s degree in Business Administration, Logistics Management, or a related field.
- 3–4 years of relevant experience in a similar administrative or logistics role.
- Professional training and certifications in administration or logistics will be an added advantage.
Key Behavioral Competencies
- Accountability: Takes responsibility for actions and outcomes.
- Professional Excellence: Demonstrates high standards in all areas of work.
- Customer Orientation: Focused on delivering quality service to internal and external stakeholders.
- Humility and Empathy: Treats others with respect and understanding.
- Innovation: Identifies new ways to improve systems and processes.
Why Join Heifer International?
This role offers a unique opportunity to support a mission-driven organization focused on transforming livelihoods. The Administration Assistant will be part of a team dedicated to sustainable agriculture, gender equity, and community-driven development.
Heifer International is an equal opportunity employer and encourages applications from women, youth, and individuals with disabilities. All qualified candidates will receive consideration without regard to race, religion, gender identity, age, or any other protected status.
How to Apply
Submit your application online via the Heifer International Careers Portal by 16 July 2025.
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Disclaimer: Global South Opportunities (GSO) is not the hiring organization. For any inquiries, please contact the hiring organization directly. Please do not send your applications to GSO, as we are unable to process them. Due to the high volume of emails we receive daily, we may not be able to respond to all inquiries. Thank you for your understanding.
