Heshima Job Vacancy : Administrative Assistant

Front Office and Secretary Jobs in Kenya




Position OverviewHeshima Kenya is a nonprofit organization based in Nairobi Kenya dedicated to identifying, protecting and empowering unaccompanied refugee minors and young women through our specialized shelter, education and advocacy programs. The Administrative Assistant will assist in administration function. The position is part of the Administration team and reports directly to the HR & Administration Officer.Primary Responsibilities

  • Manages Heshima Kenya front office and puts in place all required structures and systems to ensure optimal office management
  • Answer and direct phone calls
  • Organize and schedule appointment for the senior management team
  • Write and distribute email, correspondence memos and business letters ensuring timely distribution
  • Assist in the preparation of regularly scheduled departmental reports
  • Develop and maintain front office filing system
  • Update and maintain office policies and operating standing procedures
  • Order office supplies and maintain inventory for the same
  • Maintain contact lists and details of all partners, donors, collaborators, board members among others
  • Organize and schedule appointments for the Country Director
  • Manage the Dairy of the CD
  • Responsible for management of CD office and filling systems as well as retrieval of files on request
  • Supports the CD to organize for Heshima Kenya Board of Directors meetings and other schedules
  • Book travel arrangements for Heshima Kenya staff – both local and international as well as for visitors to and from Heshima Kenya
  • Maintain Petty cash kitty and administration of the same
  • Provide general support to visitors to Heshima Kenya
  • Act as the point of contact for internal and external clients
  • Liaise with HRO to handle requests and queries from senior managers and Heshima Kenya Executive Team
  • Responsible for creating and updating volunteer personnel file and ensure efficient human resources of staff and volunteers
  • In conjunction with HRO organizes orientation schedules and follow-up for all volunteers, interns, and other visitors
  • Supports correspondence with donors, especially those who provide in-kind support; responsible for writing and filing all donor recognition letters made in Kenya
  • Supervises drivers, maintenance personnel, cook, and security guards
  • Maintains van schedules for staff and participants
  • Maintains donations inventory, issuance and a tracking system of all Heshima Kenya’s in-kind donations and office supplies


  • A Diploma or a Higher Diploma in Business Administration, Diploma or Higher Dip. in HRM, Diploma in secretarial, Front office management and administration or any other business related field.
  • Minimum of 3 years experience working is a busy Organization
  • Must be a Kenyan citizen, female candidates are encouraged to apply
  • Must have strong administrative and organizational skills with the ability to multi-task
  • Proven experience as an Administrative assistant or Office admin assistant
  • Knowledge of office management systems and procedures including filling
  • Command in spoken and written English and ability to draft business correspondence letters
  • Ability to take notes on dictation
  • Working knowledge of office equipment, like printers
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Flexibility to work extra hours and days as may be required from time to time


How to Apply

Qualified and serious applicants should send their application to the address below indicating the position applied in the email subject by close of business Tuesday 28th February 2017. It should include a cover letter & a detailed CV (as one document in PDF format) with your contact details, details of current and expected remuneration, names and contacts of three referees.

Please note that we do not charge fees for receiving or processing job applications. Heshima Kenya is an equal opportunity employer.

  1. All applications should only be send through the email.

Heshima Kenya

P.O Box 63192 – 00619 Nairobi Kenya

Email: [email protected]

Only shortlisted candidates will be contacted.