Administration Assistant

Administration Assistant – Heifer International Kenya

Heifer International Kenya is seeking a qualified and proactive Administration Assistant to join its Operations Department in Nairobi. This opportunity is ideal for professionals looking for administrative jobs in NGOs in Kenya or careers supporting non-profit operations and logistics in the international development sector.

Key Job Information

• Position: Administration Assistant
• Location: Nairobi, Kenya
• Employment Type: Full-Time
• Experience Level: Mid-Level
• Industry: Non-Profit / NGO / International Development

About Heifer International

Since 1944, Heifer International has supported more than 36 million smallholder farmers globally in lifting themselves out of poverty and hunger. Through sustainable agricultural practices, market access, and community empowerment—especially focusing on youth and women—Heifer drives long-term impact for rural communities.

With operations in over 20 countries, Heifer International is committed to closing the Sustainable Living Income (SLI) gap for 10 million additional smallholder farming households by 2030. This is achieved through its flagship approach known as Sustainable Locally Led Development (SLLD).

In Kenya, Heifer aims to reach over 625,000 smallholder farmers, contributing significantly to the organization’s Africa-wide target of 6.7 million households. Working with local partners and communities, Heifer Kenya is expanding access to opportunities, tools, and support for sustainable livelihoods.

About the Operations Department – Kenya

The Operations Department is the engine room of Heifer Kenya, ensuring efficient day-to-day management of administrative, procurement, travel, and logistics functions. It acts as the organization’s business support arm, ensuring optimal performance and resource management to facilitate impactful program delivery. The department comprises two core units: Procurement and Administration.

Job Description

The Administration Assistant plays a pivotal role in maintaining smooth internal operations across Heifer Kenya’s country office. This includes handling administrative duties, supporting logistics, managing office supplies and facilities, coordinating travel and events, and maintaining accurate documentation and reporting.

Reporting directly to the Director of Operations, the role serves as the first point of contact for internal staff and external vendors and requires strong organizational, communication, and customer service skills. The ideal candidate will have prior experience in office administration jobs in Kenya’s NGO sector, a passion for service excellence, and a high degree of professionalism.

Key Responsibilities

A. Office and Facility Management (25%)

• Serve as the primary point of contact for internal staff and visitors.
• Manage office supply orders, inventory levels, and asset tagging and disposal procedures.
• Maintain accurate physical and digital filing systems.
• Ensure compliance with Heifer’s Quality Management System (QMS) and Occupational Health & Safety guidelines.

B. Fleet and Asset Management (20%)

• Schedule and manage pool vehicle usage and driver allocations.
• Oversee vehicle insurance renewals, regular maintenance, and service record updates.
• Coordinate outsourced transport and car rental services.
• Track fuel usage and maintain up-to-date vehicle documentation.

C. Travel and Logistics Coordination (20%)

• Arrange domestic and international travel for staff, including flights and accommodation via approved vendors.
• Prepare comprehensive travel itineraries and ensure timely confirmations.
• Maintain travel logs and documents for reconciliation and audit purposes.

D. Event and Meeting Coordination (15%)

• Coordinate logistics for meetings, workshops, and conferences.
• Handle venue booking, catering, resource preparation, and attendee communication.
• Support committee meetings and take minutes when required.

E. Reporting and Documentation (15%)

• Prepare and submit timely reports on office operations and administrative budgets.
• Track and reconcile expenditure on office supplies, vehicle costs, and logistical support.
• Ensure data accuracy and compliance in documentation submitted to the Operations Director.

F. Other Duties (5%)

• Undertake other operational tasks as assigned by the Operations Director to support the country office.

Required Qualifications

• Bachelor’s degree in Business Administration, Logistics, Procurement, or a related field.
• 3–4 years of experience in a similar administrative or logistics position, preferably in the non-profit or international development sector.
• Relevant administrative certifications are an added advantage.

Core Competencies

• Strong organizational and multitasking abilities.
• Excellent interpersonal and communication skills.
• Customer-oriented and responsive to staff and partner needs.
• Demonstrated accountability and professional excellence.
• Ability to work under pressure and adapt to dynamic environments.
• Empathetic, humble, and collaborative in team settings.
• Computer literacy and proficiency in Microsoft Office Suite.

Why Join Heifer International Kenya?

This is more than just an administrative role—it’s an opportunity to contribute to one of the world’s most impactful non-profits, supporting sustainable agriculture and rural development. At Heifer Kenya, your work directly supports program teams reaching thousands of farmers and communities across the country. You’ll be part of a team that values professionalism, innovation, inclusion, and integrity.

How to Apply

Interested candidates for this NGO administration job in Nairobi should submit their updated CV and a short cover letter via the official Heifer careers portal. Ensure your application highlights relevant experience and aligns with the role’s responsibilities and required competencies.

Note: Only shortlisted applicants will be contacted.

Heifer International is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, regardless of race, religion, gender, disability, or nationality.