Facilities & Administration Intern at BRAC -NGO

Facilities & Administration Intern at BRAC Assists with office setups, asset tracking, and day-to-day administrative operations. Requires a Degree/Diploma in Facilities Management, Business Administration, or related fields. Paid Internship.

About the Role:

The Facilities and Administration Intern will support the Operations Manager in planning, coordinating, and implementing the Nairobi Office’s relocation project. The role will assist with monitoring office fit-out activities, developing and presenting interior layout and design ideas, coordinating contractors and movers, maintaining project documentation, and ensuring that office furniture, equipment, records, and other assets are accurately accounted for and transferred safely to the new premises. When not engaged in office relocation activities, the intern will support routine administrative, facilities, procurement, logistics, and asset-management activities within the Nairobi Office

Major Responsibilities:

Office Fit-Out Coordination and Monitoring

• Support the Operations Manager in monitoring the fit-out of the new office premises against the approved designs, specifications, budget, and implementation schedule.
• Conduct regular site visits and maintain accurate records of work completed, outstanding activities, delays, defects, and other issues requiring attention.
• Maintain the fit-out work plan, activity tracker, snag list, and project risk and issue log.
• Liaise with contractors, consultants, suppliers, building management, and internal stakeholders on routine project matters, as directed by the Operations Manager.
• Follow up on agreed actions and escalate delays, deviations, safety concerns, quality issues, or potential cost implications promptly.
• Assist in checking delivered materials, fittings, furniture, and equipment against approved specifications and delivery documentation.
• Participate in site meetings, take minutes, document decisions, and track action items.

Space Planning and Interior-Design Support

• Translate the Operations Manager’s vision and organisational requirements into practical workplace design ideas and visual concepts
• Assist in developing space plans, furniture layouts, mood boards, colour schemes, signage concepts, and other interior-design proposals.

Move Planning and Coordination

• Support the preparation and implementation of a detailed office-move plan, schedule,checklist, and communication plan.
• Assist in identifying, labelling, categorising, and documenting all items to be moved, retained,stored, disposed of, or otherwise handled.
• Support post-move verification and ensure that outstanding relocation issues are tracked to closure.

Asset Management and Accountability

• Support the physical verification of furniture, ICT equipment, appliances, office equipment, and other organisational assets before and after the move.
• Reconcile physical assets against the organisation’s asset register and relevant transfer records.

Project Documentation and Reporting

• Update project trackers and dashboards regularly.

Administrative and Operations Support

When relocation-related duties permit, the intern will:

• Support general office administration, reception, correspondence, filing, scanning, and record management

Safeguarding responsibilities:

• Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Experience (Including sector/industry):

• Previous formal employment experience is not mandatory.
• Up to one year of relevant internship, attachment, volunteer, academic-project, or entry-level experience is desirable.
• Exposure to interior-design projects, office fit-outs, construction sites, facilities management, office moves, event logistics, procurement, asset inventory, or administration would be an advantage.
• Experience working with contractors, suppliers, or multidisciplinary teams would be an added advantage.

Academic Qualifications:

Degree Concentration / Major

• Currently pursuing or recently completed a diploma or bachelor’s degree in Interior Design, Architecture, Construction Management, Project Management, Facilities Management, or a closely related field.
• Candidates with a combined interest in interior design and office administration will be particularly suitable.

Professional Degree / Certification

• Basic project-management training or certification

How to Apply

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