Office Administrative Assistant – Nairobi

Office Administrative Assistant – Nairobi

 

The National Cooperative Business Association CLUSA International (NCBA CLUSA) has worked for more than 100 years to build a stronger, safer and more prosperous world. We engage, partner with and empower people to have a greater say in their futures and broader access to economic opportunities. We achieve this vision through collaborative partnerships in development, advocacy, public awareness and thought leadership.

 

NCBA CLUSA is an implementing partner for the Financial Inclusion for Youths and MSMEs in Agriculture (FIYMA) program in Kenya and seeks to recruit an Office Administrative Assistant for the FIYMA program.

 

Program information:

The FIYMA program is a bold, 5-year nationwide initiative that aims to support financially disadvantaged young people and enable youth work opportunities by strengthening farmer organizations, youth-led MSMEs, value chain clusters, and access to affordable finance. It seeks to remove systemic barriers to financial inclusion and create sustainable economic opportunities for young women and men in Kenya’s agricultural sector. The program targets youth-owned and youth-led micro, small, and medium enterprises (MSMEs) across six priority value chains (dairy, livestock and poultry, fisheries and aquaculture, Irish potatoes, pulses, and fruits and vegetables) across 28 counties in Kenya. The program aims to expand access to affordable finance, strengthen savings and credit cooperatives (SACCOs), and equip youth with the skills, resources, and networks to grow viable agribusinesses. FIYMA is led by the Micro Enterprise Support Program Trust (MESPT) and implemented in collaboration with the following consortium partners: National Cooperative Business Association CLUSA International (NCBA CLUSA), Women’s Empowerment Link (WEL), and East Africa Market Development Associates (EAMDA).

 

NCBA CLUSA’s component of the program focuses on:

 

• Youth Group Mentorship and Skills Training: Providing mentorship and training to youth groups on financial literacy, entrepreneurship, business management, institutional growth, collective asset aggregation, and internal lending practices to foster collaboration and financial inclusion.
• Formalization of Youth Groups into Registered SACCOs: Supporting youth groups to register as SACCOs, including awareness-raising, mentorship with established cooperatives and SACCOs, and guidance on regulatory compliance.

• Establishment and Operationalization of Youth Academy for Leadership Development. Jointly working with consortium partner(s) to design the academy’s operational framework and develop skills-training curricula and modules.

 JOB DESCRIPTION

 Job Title: Office Administrative Assistant

Reports to: Finance, Accounts & Administration Manager

Second level report: Chief Project Manager

Post: Nairobi, Kenya

 

Scope and purpose:

The Office Administrative Assistant provides administrative, logistical, and operational support to the FIYMA project. The position requires strong organizational, communication, and coordination skills, as well as flexibility and the ability to work effectively with staff at all levels of the organization, external vendors, and service providers. A high level of discretion and sensitivity to confidential matters is required. The Office Administrative Assistant supports the smooth day-to-day operation of the project and contributes to effective project implementation through timely administrative and logistical support in compliance with organizational policies, donor regulations, and local laws.

Essential areas of responsibility

• Assist the Finance, Accounts and Administration Manager in procurement-related processes, including receiving invoices, organizing offer analysis and selection documentation submitted by interested vendors, organizing payment documentation, liaising with vendors, and ensuring that all required supplies and services are properly documented and available.
• Support the preparation, tracking, and follow-up of purchase requests and purchase orders in accordance with organizational and donor policies.
• Provide support in the management of office maintenance, utilities, telephone, and internet services.
• Help to maintain up-to-date inventories of office equipment, project assets, consumables, and office supplies, including regular updates to asset and stock registers.
• Provide support and follow-up for service and goods requests, travel arrangements, per diems, and travel expense liquidations for project staff.
• Assist in preparing, organizing, and distributing minutes of project and staff meetings as required.
• Assist the proper organization and maintenance of physical and electronic filing systems for administrative documents, correspondence, reports, and meeting records.
• Help to ensure that office equipment is maintained in good working order and that adequate stocks of office supplies are available at all times.
• Help to maintain and update vehicle fuel and mileage logs where applicable.
• Support preparation of routine administrative/operational reports.
• Work with the Finance, Accounts and Administration Manager to ensure that all supporting documentation for payments, reports, and audits is complete, accurate, scanned, and properly archived.
• Perform other duties as assigned by the supervisor to support project operations.

Qualifications: To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities required.

Education and experience

• Post-secondary or university-level studies in Administration, Business Management, Accounting, Finance, or a related field.
• Minimum of three (3) years of experience in administrative or office support roles, preferably within international development or donor-funded projects.
• Experience supporting procurement, logistics, office administration, and documentation processes.
• Experience handling travel arrangements, perdiems, advances, and expense liquidations.
• Experience maintaining filing systems, inventories, and asset registers.
• Prior experience working on international donor-funded projects is preferred.

Skills and abilities

• Strong administrative and organizational skills with high attention to detail.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Working knowledge of administrative, procurement, and basic financial procedures in international development projects.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Ability to prioritize tasks, manage multiple requests, and meet deadlines with minimal supervision.
• Strong interpersonal skills and ability to work effectively with diverse teams and stakeholders.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to sit, use hands to write or type, use arms to reach for items and turn head to speak and/or hear others.  The employee will frequently walk, reach, stoop, push and pull up to 20 lbs and lift up to 10 lbs.  Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:

The noise level in the work environment is usually moderate and should remain low to moderate during normal business hours. The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job within an office setting.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

 

This job description should not be interpreted as all-inclusive.  It is intended to identify the major responsibilities of this job.  The incumbent may be required to perform job-related responsibilities and tasks other than those stated in this description, commensurate with the needs of the organization.  As a minimum, the job description will be reviewed and revised as necessary in conjunction with the incumbent’s annual performance review.

 

FOR CONSIDERATION, DO NOT CLICK ON APPLY NOW.

Interested candidates are encouraged to submit their CV and cover letter by emailing them to jobapplicationsFIYMA@ncbaclusa.net not later than close of business (5:00 PM EAT) on January 16, 2026 with email subject: Application Office Administrative Assistant.

Apply now