Administration Assistant

Duty Station(s)

Nairobi

Posting End Date

25-Nov-2026

Role Purpose

The Administration Assistant processes standard administrative, travel, and procurement transactions, ensuring full compliance with established rules and procedures. S/he provides essential support to office and project personnel, maintaining accurate records and contributing to the efficient functioning of the regional office.

Functions / Key Results Expected

1. Ensures provision of reliable administrative and asset management support

• Supports the arrangement of local and international travel for office and project personnel.
• Follows up on payment of reimbursement to project personnel for use of mobile services and other expenses.
• Provides support with respect to protocol issues and requests for official documentation.
• Prepares accurate and regular monitoring and updates, as required, inventory lists and adequate property records for the office, as well as for projects.
• Assists with other support service matters.
• Administers the receipt of goods and equipment for the office and projects, including inspection and report preparation.
• Files administrative documents in line with the policy.
• Assists in the organization of meetings, conferences, and visits.
• Provides advice on support services entitlements and regulations in accordance with UNOPS rules.
• Provides logistical support to visiting missions and personnel.
• Supports liaison and coordination with local authorities on privileges and immunities for UNOPS personnel, office space, and other administrative matters

2. Support travel administration

• Assists in the preparation and implementation of Quarterly Travel Plans.
• Prepares and/or reviews Travel Authorizations (TAs) and verifies that travel claims are fully documented.
• Assists in all domestic and international bookings, including checking Travel Authorizations and Travel Expense Claims, travel registration, processing travel entitlements, assistance with Visa requirements, flight bookings, and related tasks.
• Processes requests for payments, including timely payment of travel expenses to personnel and visitors.
• Registers each activity on the Travel Register in accordance with Standard Operating Procedures (SOP).
• Processes requests for visas and liaises with travel agents and/or national missions to ensure the timely processing of visas.
• Maintains the visa tracker up-to-date and takes action on visa extension/renews as and when needed.
• Maintains an up-to-date travel directory of all travels undertaken.

3. Procurement support

• Provides procurement support, such as but not limited to receiving quotations, bids or proposals, participating in evaluations both technically and financially, creating purchase orders (POs), receipts, and requests for payments in oneUNOPS (ERP system).
• Initiates requisitions for goods and services and creates requisitions in the UNOPS ERP.
• Registers supplier details in UNOPS ERP.
• Monitors and records deliverables of goods and services and ensures timely payments

Skills

Administrative Assistance, Computer Literacy, Data Entry, Filing, Office Administration, Organizational Effectiveness, Records Management

Education Requirements

Required

• Secondary School Diploma or High School Diploma with a minimum of four (4) years of relevant experience.
• A Bachelor's or Master's degree with no work experience.

Desired

• A university degree in Business Administration or Public Administration or related field.
• Certification in Office Administration or related field.

Experience Requirements

Required

• Minimum of four (4) years of relevant experience in administration, travel management, or a related field with a secondary school diploma.
• Computer literacy and skills are required.

Desired

• Prior experience with the UN system or an international NGO.

Language

English - Fluent - Required

French - Basic - Required

Job Highlight

This role offers a valuable opportunity to contribute to the operational backbone of UNOPS's regional efforts, gaining hands-on experience in administrative, travel, and procurement processes within an international development context. It provides exposure to diverse projects and stakeholders, fostering professional growth in a supportive environment