Administrative Assistant NGO
First seen by Alion on Oct 18, 2026.
Administration Jobs, Green Heart Jobs. Administrative Assistant provides procurement, office support, and administrative coordination, requires 1–2 years admin/procurement experience (juniors considered). Full-time role in Kilifi.
Trust is earned on the ground: in supplies that never run out, files that are always where they should be, deadlines met before they fall due, and confidences kept. As our Administrative Assistant, you’re the quiet engine behind all of it — across the office, show home, pump house, and solar power plant. It’s detail work, done with intention. And it matters.
Responsiblities
Office & Facilities
Keep things stocked & running
Supplies and consumables in stock, equipment repairs coordinated, parcels handled, and travel & accommodation booked to policy.
Systems
Keep records clean
- Daily data entry across Google Drive and Notion, new-hire and exit folders, internal trackers kept current — and filing errors flagged, not buried.
Logistics & Calendar
Keep the team on schedule
- Book all-staff and organization meetings, follow up on action points, and schedule reviews and events.
Land & Compliance
Keep the paperwork tight
- Maintain land transaction files, chase signatures, track compliance deadlines, handle petty cash and procurement documents, and support work-permit renewals.
People Operations
Support the team
- Recruitment logistics, onboarding setup, leave tracking, staff events, and distributing HR communications.
What success looks like
Nothing falls through the cracks
- Supplies never run out unexpectedly, files are where they should be, deadlines are tracked early, and confidential information is handled with discretion. You spot what needs doing before being asked.
Requirements
- Have 1–2 years in an admin, procurement, or office-support role (preferred, not absolute — strong juniors welcome).
- Are highly organized, and work with intention and real attention to detail.
- Are comfortable with Google Workspace (Drive, Calendar, Docs, Sheets) and Notion.
- Write and speak clear English and Swahili.
- Prioritize well and hit deadlines reliably.
- Are discreet and trustworthy with confidential information.
- Stay calm and reliable under pressure.
- Are eager to learn and grow with a community that’s still being built.