Executive Administrative Assistant NGO Job CorpsAfrica

Admin Jobs, CorpsAfrica Jobs.

Overview of the Position

The Executive Administrative Assistant (EAA) provides high-level administrative, operational, and coordination support to the Country Director and the Kenya office. The EAA plays a critical role in ensuring effective and efficient operations by implementing systems, maintaining records, coordinating communications, and supporting procurement and HR processes.

This position requires excellent organizational skills, discretion, initiative, and the ability to manage multiple priorities in a dynamic non-profit environment.

Classification: Full-time

• Contract Duration: This position is offered as a short-term, fixed-term contract for a period of five (5) months from 1st April to 31st August 2026. The contract will automatically conclude at the end of the five-month term unless otherwise extended in writing by CorpsAfrica in accordance with organizational needs and applicable local labor laws.
• Salary and Benefits: CorpsAfrica offers a competitive and comprehensive salary and benefits commensurate with the experience of its staff in accordance with local regulations and laws.
• Location: Nairobi, Kenya
• Reports To: Country Director, CorpsAfrica/Kenya

Specific Responsibilities:

Executive & Administrative Support

• Manage scheduling and calendar for the Country Director.
• Organize and prepare for meetings, including gathering documents and managing meeting logistics.
• Attend meetings as required and prepare accurate minutes and reports.
• Draft, review, and send communications on behalf of the Country Director.
• Prioritize emails and respond when necessary.
• Answer and respond to phone calls; communicate messages and information to the Country Director.
• Coordinate domestic and international travel arrangements.
• Track action items and follow up on key deliverables.
• Carry out additional responsibilities as requested by the Country Director.

Office Operations & Systems Management

• Carry out policies, systems, and procedures to ensure effective and efficient operations of the organization.
• Maintain organized records, filing systems, and archives (physical and digital).
• Support development and improvement of internal administrative processes.
• Coordinate office logistics, supplies, and vendor relationships.

Procurement & Vendor Management

• Lead procurement processes for services and materials in line with organizational policies.
• Source quotations, compare vendors, and support contract administration.
• Maintain procurement records and documentation.
• Liaise with suppliers and service providers to ensure timely delivery and compliance.

HR & Staff Support

• Provide administrative HR support to staff, including leave management and tracking.
• Maintain staff records and confidential personnel files.
• Support onboarding processes for new staff and Volunteers.
• Assist in coordinating performance review documentation and HR compliance processes.

Stakeholder Engagement & External Relations

• Interact professionally with NGOs, government officials, academia, banks, agency administrators, and other partners.
• Support donor correspondence and reporting coordination.
• Assist with events, public relations, media engagement, and other marketing opportunities.
• Represent the organization in a professional and courteous manner.

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Communications, Human Resources, or related field.
• Minimum 3 years of experience in executive administration, office management, procurement, or HR support.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• High level of integrity, discretion and professionalism.
• Experience with procurement processes and vendor management.
• Familiarity with HR administrative processes (leave tracking, personnel records, onboarding).
• Proficiency in Microsoft Office and Google Workspace.
• Strong problem-solving and multitasking abilities.
• Proactive and solution-oriented mindset.
• Strong interpersonal skills and cultural sensitivity.
• Ability to manage competing priorities in a fast-paced environment.

How to Apply

Click here to apply by 6th March 2026