Heifer International has been a transformative force in global development since its inception in 1944. With a vision centered on eradicating hunger and poverty, the organization has touched the lives of over 36 million smallholder farming families around the world. In alignment with its global mission, Heifer International Kenya aims to uplift 625,000 smallholder farmers, with a particular focus on women and youth, through sustainable and locally-led development initiatives.
In pursuit of this mission, the Operations Department in Kenya provides vital business support services to ensure the seamless execution of all organizational activities. As part of strengthening its administrative capacity, Heifer International is seeking to recruit a dedicated and detail-oriented Administration Assistant to join its Nairobi-based team.
This position is ideal for a professional who thrives in a fast-paced, service-oriented environment and is looking to make a meaningful contribution to an organization that values equity, sustainability, and excellence.
About Heifer International
Heifer International is a globally respected nonprofit development organization with a deep commitment to sustainable agriculture, rural development, and economic empowerment. Through its innovative Sustainable Locally Led Development (SLLD) approach, Heifer supports smallholder farmers to achieve a Sustainable Living Income (SLI), enabling them to lead dignified, self-reliant lives while safeguarding the environment.
In Africa, Heifer has set an ambitious target to reach 6.745 million smallholder farming households. Heifer Kenya plays a key role in achieving this vision, working through grassroots partnerships, innovative financing models, and community-based interventions. The Administration Assistant will be an integral part of this mission, ensuring that the country office operates efficiently and in compliance with both internal policies and external standards.
The Operations Department – Kenya
The Operations Department serves as the backbone of Heifer International’s programs in Kenya. By overseeing procurement, administration, logistics, and facility management, the department enables program teams to focus on strategic impact delivery. Its dual units—Procurement and Administration—are responsible for upholding standards, streamlining workflows, and maintaining operational excellence across the country office.
Position Overview: Administration Assistant
The Administration Assistant will report to the Operations Director and serve as the primary administrative liaison within the Kenya country office. This role encompasses a broad spectrum of responsibilities that are pivotal to maintaining an organized, responsive, and productive working environment. The Administration Assistant will manage logistical and administrative operations while ensuring high levels of customer service and compliance with Heifer’s internal systems.
This position demands professionalism, strong organizational skills, and the ability to handle multiple tasks simultaneously while interacting with a wide range of internal and external stakeholders.
Key Responsibilities and Deliverables
A. Office and Facility Management (25%)
- Act as the initial point of contact for all internal staff and external visitors to the office, providing timely and courteous support.
- Manage the procurement and tracking of office supplies, ensuring availability and optimal use.
- Handle asset tagging, verification, and disposal in compliance with organizational policies.
- Maintain both physical and digital filing systems, ensuring documents are properly archived and readily accessible.
- Support adherence to Quality Management System (QMS) and Occupational Health and Safety (OHS) standards within the office environment.
B. Fleet and Asset Management (20%)
- Oversee the internal pool vehicle scheduling and driver allocations to ensure optimal use and efficiency.
- Monitor and coordinate vehicle insurance, scheduled maintenance, and servicing to ensure all vehicles are roadworthy.
- Organize outsourced vehicle rentals when required, liaising with approved service providers.
- Track and maintain accurate records of fuel usage, logbooks, maintenance expenses, and other fleet-related documentation.
C. Travel and Logistics Coordination (20%)
- Arrange national and international travel for employees, including booking flights, accommodation, and ground transportation through designated vendors.
- Prepare and share comprehensive travel itineraries with travelers and relevant supervisors.
- Maintain a centralized travel database for reconciliation and future reference.
- Provide ongoing support to traveling staff and resolve travel-related issues in real time.
D. Event and Meeting Coordination (15%)
- Plan and coordinate logistics for internal and external meetings, workshops, and conferences.
- Manage venue bookings, catering services, material preparation, and participant communications.
- Attend meetings and workshops when required, taking accurate minutes and managing post-event documentation.
- Liaise with vendors and partners to ensure successful delivery of event logistics.
E. Reporting and Documentation (15%)
- Prepare monthly and quarterly reports on administrative costs, office supply usage, and fleet management expenses.
- Monitor budget utilization and highlight variances for timely corrective actions.
- Ensure that all reports are accurate, comprehensive, and submitted in accordance with internal timelines.
- Maintain records of procurement transactions and service delivery for audit and reference purposes.
F. Any Other Assigned Function (5%)
- Take on additional responsibilities as delegated by the Operations Director or other senior team members.
- Actively participate in team meetings, strategic planning sessions, and office activities.
- Assist with procurement, courier services, and other logistics-related duties as needed.
Minimum Requirements
- A Bachelor’s degree in a relevant field such as Business Administration, Logistics Management, or a related discipline.
- A minimum of 3–4 years of experience in a similar administrative or logistical support role within a reputable organization.
- Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with administrative software and tools.
- Relevant professional qualifications or certifications in administration, logistics, or project management will be an added advantage.
Key Behavioural Competencies
- Accountability: Demonstrates responsibility for assigned tasks and takes ownership of outcomes, upholding organizational integrity.
- Professional Excellence: Maintains high standards in all areas of work, including documentation, communication, and interpersonal interactions.
- Humility: Approaches interactions with a spirit of learning, openness, and respect for colleagues, partners, and stakeholders.
- Customer Orientation: Provides timely and effective support to internal and external clients with a focus on service excellence.
- Empathy: Understands and responds appropriately to the needs and perspectives of others.
- Innovation: Continuously seeks ways to improve processes and service delivery through creative and proactive solutions.
Why Join Heifer International
Working with Heifer International is more than just a job—it is an opportunity to be part of a global movement toward economic and environmental justice. The Administration Assistant role provides a unique platform to contribute to Heifer’s transformative work in Kenya while gaining valuable experience in administrative, operational, and strategic functions. Employees benefit from a diverse and inclusive work culture that values learning, innovation, and collaboration.
Application Deadline
All applications must be received by 16 July 2025.
Interested candidates who meet the criteria are encouraged to apply by submitting their application through the official recruitment portal or HR channel as indicated.
