Administrative Assistant - Climate Sensitive Agriculture & Pastoralism in Northern Kenya (CLAP)

ABOUT THE COMPANY

GIZ, the German Gesellschaft für Internationale Zusammenarbeit GmbH, provides services in the field of international technical cooperation worldwide. In Kenya, it has been active since 1964, and up to now implements programs in a wide variety of areas, including economic development, green energy and water, governance, food security, and peace and security. The German Federal Ministry for Economic Cooperation and Development (BMZ) is GIZ’s main commissioning party. However, GIZ as well works closely with the private sector, fostering successful interaction between development policy and foreign trade.

JOB SUMMARY

The Administration Assistant is responsible to deliver administrative duties. This is to be done in compliance with the needs of the projects and the rules and regulations of the GIZ.

RESPONSIBILITIES

Duties and Responsibilities: 1. Administrative services Supports the organization of events and field trips Manage all office suppliesSupports in ensuring proper store management of procured goods.Decreasing of all office running costs by close monitoring and regular tendersMaintaining all IT equipment (Printers, scanner etc.)Coordination with the maintenance department of the office buildingLiaising with regional offices on service contracts and overseeing their adherence to GIZ rules and regulationsFiling financial administration documents in accordance to GIZ filing rules 2. Logistics Management Manage vehicles and drivers efficientlyRaise Activity requests for all vehicle fuel top upsManage performance of drivers with emphasis on productivity, efficiency and service deliveryEnsure compliance with GIZ transport and policy procedures3. Inventory Management:Managing the Onsite assets entry of all project inventoryCoordination with procurement on new asset purchasesLabelling all assets before dispatching to recipients Ensure inventory file is up to date and signed by respective persons4. Office ManagementAssisting in arrangement and setup of in-house meetingsAttending to requests by the cluster managementPreparation of standard event/meeting documentation materialsMaintenance of event calendars and providing adequate overviews where requiredUpdating the access control detailsMaintaining all IT equipment (Printers, scanner etc.)Managing and monitoring all office consumablesRestocking consumablesSupervises the management of stationery and other materials in the office 5. Other duties/additional tasksPhotocopies and scans documents as neededPerforms other duties and tasks at the request of management Required qualifications, competences and experienceGIZ experience in procurement and accountingOther knowledge, additional competencesGood working knowledge of IT and computer applications (e.g. MS Office, Excel)Very good command of the English language (oral and written)Willingness to upskill as required by the tasks to be performed Submission of Application:Duty Station: NairobiDuration of Assignment: Up to December 2027 with possibility of extensionVacancy Reference Number: GIZ/ARD/08/04/2026Equal Employment OpportunityAt GIZ Kenya, we are committed to fostering a diverse, inclusive, and respectful workplace. We are an equal opportunity employer and do not tolerate discrimination of any kind. We actively seek individuals with diverse backgrounds, perspectives, and skills to build a stronger, more impactful global team.We provide an environment of respect and psychological safety, ensuring equal employment opportunities for all. Discrimination based on race, color, ancestry, religion, age, gender, sexual orientation, ethnic origin, disability, marital status, or any other protected status is not tolerated in any of our workplaces.EthicsGIZ is committed to the safety, dignity, and well-being of all individuals we interact with, including staff, partners, community members, and program participants. We uphold the highest standards in preventing sexual exploitation, abuse, and harassment. Child abuse or any form of misconduct by or toward team members is strictly prohibited.All staff are expected to behave professionally, respect local laws and customs, and complete mandatory ethics e-learning courses upon hire.Data ConfidentialityIn accordance with GIZ’s data protection policy, all candidate applications are stored in our database for six (6) months and deleted thereafter.Only shortlisted candidates will be contacted.

REQUIRED SKILLS

Bookkeeping, Office administration, management, Email correspondence, Documentation and record keeping, Meeting preparation, Secretarial work, Project management, Office supplies management, Reporting, File management and data back-up

REQUIRED EDUCATION

Bachelor's degree