General Office sector. The position, offered on a full-time basis, seeks a dedicated professional capable of contributing to the operational and administrative efficiency of the organization. This role is suited for an individual with strong organizational, coordination, and administrative abilities, ideally with experience working in complex environments that require both precision and adaptability.
The organization operates in a dynamic and multicultural setting, offering services that support humanitarian and development efforts across various regions. The role requires an individual with a structured work ethic, strong interpersonal skills, and the ability to manage multiple responsibilities in line with institutional objectives.
Job Title: Administrative/General Office Staff – Kakuma, Kenya
The Administrative/General Office position in Kakuma plays a central role in ensuring the effective execution of office operations and administrative functions. The successful candidate will support various organizational departments, maintain essential documentation, and assist in logistical coordination to ensure seamless office management and compliance with established procedures.
This position requires a proactive and detail-oriented individual who can maintain accuracy in documentation, manage information flows efficiently, and support internal and external communications. The role also demands discretion, integrity, and a thorough understanding of organizational protocols.
Detailed Job Description
1. Administrative Coordination and Office Management
The administrative officer will manage day-to-day office operations, ensuring that the workplace remains organized and functional. This includes maintaining office supplies, monitoring usage, and coordinating procurement processes to replenish materials when necessary.
The officer will be responsible for recordkeeping, filing, and retrieval systems, both electronically and physically, to ensure information is easily accessible and up to date.
Key duties include:
- Supervising the proper maintenance of office facilities and equipment.
- Coordinating repairs and ensuring service providers meet operational standards.
- Managing correspondence, including incoming and outgoing mail, while ensuring prompt and professional communication.
- Ensuring compliance with administrative and financial procedures.
- Supporting budget preparation by compiling administrative cost data and ensuring expenditure is within approved limits.
2. Documentation and Reporting
The role involves maintaining accurate and confidential records relating to administrative operations, personnel, and logistical activities. The staff member will also prepare and submit periodic administrative reports as required by management.
Tasks include:
- Drafting routine correspondence, reports, and internal memos.
- Maintaining proper filing systems for contracts, requisitions, and project documentation.
- Assisting in the preparation of meeting minutes, agendas, and briefing materials.
- Monitoring documentation for completeness and adherence to internal policies and donor requirements.
3. Human Resource and Personnel Support
The administrative officer will support human resource activities at the field level. Responsibilities will include assisting in staff onboarding, maintaining attendance registers, and ensuring that all HR-related documents are properly filed and updated.
This may also involve:
- Tracking employee leave schedules and timesheets.
- Coordinating travel logistics for staff members, including booking accommodation and transport.
- Supporting recruitment logistics, such as scheduling interviews and preparing relevant documentation.
- Ensuring confidentiality and compliance with HR policies at all times.
4. Logistics and Operational Support
As part of the operational team, the officer will provide logistical support to program and administrative activities in Kakuma. This includes managing inventory records, facilitating procurement processes, and supporting field operations.
The officer will also ensure that organizational assets and equipment are properly tracked, maintained, and reported on periodically.
Key activities include:
- Assisting in organizing field missions and workshops by arranging transport, venue bookings, and catering services.
- Maintaining an up-to-date asset register and ensuring the tagging of all office assets.
- Coordinating the dispatch and receipt of materials and supplies between locations.
- Liaising with logistics and supply chain teams to ensure timely delivery of goods and services.
5. Financial and Procurement Support
Although not directly responsible for financial management, the administrative officer will assist in basic financial processes and ensure that all administrative expenses are properly supported with documentation.
Tasks include:
- Preparing payment requests for office utilities, suppliers, and service providers.
- Ensuring invoices and receipts are submitted and processed in accordance with financial policies.
- Tracking petty cash usage and preparing summaries for review by the finance team.
- Assisting in vendor selection by collecting quotations and ensuring procurement transparency.
6. Communication and Stakeholder Coordination
Effective communication is essential for the smooth operation of the office. The administrative officer will act as a key point of contact for internal and external communications, maintaining professionalism in all interactions.
Responsibilities include:
- Serving as the liaison between field staff, headquarters, and partner organizations.
- Coordinating schedules, meetings, and conference calls with stakeholders.
- Managing visitor logistics, including airport pickups and office orientations.
- Ensuring that staff and visitors adhere to safety and security procedures while on-site.
7. Compliance, Safety, and Security
The officer will work in collaboration with relevant departments to uphold organizational compliance with safety, security, and administrative policies.
Duties include:
- Ensuring that the office complies with local regulations and institutional guidelines.
- Supporting staff in understanding and applying health and safety procedures.
- Monitoring office security systems and reporting any irregularities or breaches.
- Assisting in the implementation of emergency response protocols during incidents.
8. Support to Program Implementation
While the primary focus of the position is administrative, the officer will provide auxiliary support to program implementation teams by facilitating coordination and documentation needs.
Tasks include:
- Providing logistical support during workshops, training sessions, and community meetings.
- Coordinating communication between field teams and the administrative office.
- Assisting in the compilation of project documentation, including data entry and record management.
- Supporting the preparation of progress reports and assisting with donor compliance documentation as required.
9. Continuous Improvement and Professional Conduct
The organization expects a high standard of professionalism, accountability, and commitment from its employees. The administrative officer must demonstrate initiative, flexibility, and the capacity to adapt to changing circumstances.
Expectations include:
- Participating in internal trainings and performance evaluations.
- Suggesting improvements to administrative systems and workflows to enhance efficiency.
- Maintaining confidentiality and integrity in handling sensitive information.
- Upholding the organization’s code of conduct and contributing to a positive work environment.
Work Arrangement
The position is based in Kakuma, Rift Valley, Kenya, with possible travel to surrounding areas as required by operational needs. The officer will work closely with program, logistics, and finance teams to ensure smooth coordination of administrative activities. The role demands flexibility, cultural sensitivity, and the ability to operate effectively in a field environment.
Given the nature of the work, the officer may be required to work beyond regular hours during high-demand periods, particularly when coordinating urgent logistics or responding to administrative deadlines.
Employment Details
- Employment Type: Full-Time
- Employment Category: Regular
- Location: Kakuma, Kenya
- Open to Expatriates: Yes
This position represents a long-term opportunity for professionals who wish to contribute to impactful humanitarian and administrative work in one of Kenya’s most dynamic environments. The organization values dedication, adaptability, and a proactive approach to solving administrative challenges.
Requisition and Posting Details
- Requisition ID: req59479
- Sector: Administrative/General Office
- Posted on: 07/10/2025
The organization’s administrative department seeks to strengthen operational efficiency and ensure that field offices continue to function smoothly in line with institutional and donor expectations. The Administrative/General Office role is integral to that mission and plays a vital part in supporting both the programmatic and logistical aspects of the organization’s presence in Kakuma.
Application Process
Interested candidates are invited to submit their applications as per the instructions provided in the official posting. Applications should include a comprehensive résumé and a cover letter detailing the applicant’s motivation and relevant experience.
Applications are to be submitted via the provided link.
