The National Employment Authority Integrated Management System (NEAIMS) is a digital platform developed by the National Employment Authority (NEA) in Kenya. It serves as a comprehensive system for managing employment-related data and processes, including registration of job seekers, employers, and private recruitment agencies. NEAIMS also facilitates job mat...

Responsibilities or duties

Administrative and Office Management Support Organize and support programme meetings, workshops, trainings, and field visits, including preparation of agendas, participant lists, attendance registers, and minutes. Maintain an efficient and well-organized filing system for programme documents in both hard copy and electronic formats, in line with GoK and IFAD record-keeping requirements. Handle official correspondence, scheduling, document circulation, and internal communications for the PMCU. Manage office supplies, stationery, and equipment inventory and ensure timely replenishment.

Logistics, Travel and Operational Coordination Coordinate travel arrangements for programme staff, consultants, and stakeholders, including transport, accommodation, and travel documentation. Support logistical arrangements for workshops, trainings, and field activities to ensure timely and cost-effective delivery of programme activities.

Procurement and Asset Support Support procurement processes by preparing and compiling documentation such as requisitions, requests for quotations, delivery notes, and related records, in accordance with IFAD and Government procurement guidelines. Assist in tracking deliveries, asset records, and proper filing of procurement documentation.

Reporting, Documentation and Knowledge Management Assist in compiling programme reports, presentations, briefing notes, and other documentation required for management, IFAD supervision missions, and government reporting. Maintain up-to-date contact databases for stakeholders, partners, service providers, and implementing agencies.

Monitoring, Evaluation and Data Support Support data collection, data entry, and basic data management for monitoring and evaluation (M&E) purposes. Assist in organizing M&E documentation, activity reports, and field evidence to support results reporting and audits.

Coordination, Communication and Stakeholder Engagement Serve as a liaison between field offices, implementing partners, county governments, and the PMCU. Facilitate effective communication and information flow among technical teams, partners, and county government officials.

Community and Field Support Support community engagement, sensitization, and mobilization activities in collaboration with technical teams and county counterparts. Assist in organizing and documenting field-level activities and stakeholder engagements.

Other Duties Perform any other duties as may be assigned by the National programme Coordinator in support of effective programme implementation.

Qualifications or requirements (e.g., education, skills)

Academic Qualifications

At minimum, a Diploma in Business Administration, Project Management, Development Studies, or any other related field from a recognized institution.

Any additional relevant training related to administrative or programme support is an added asset.

Experience needed

Professional Experience

Minimum of five (5) years of experience in administrative or programme support roles, preferably within GoK/donor-funded projects.

Experience in natural resource management, agricultural or rural development environment is an added advantage.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Excellent organizational, multitasking, and time management skills.

Strong written and verbal communication abilities.

Proficiency in computing skills including MS Office Word, Excel, PowerPoint and basic data entry tools.

Ability to work collaboratively in a multi-disciplinary and multicultural team environment.

Discretion, professionalism, and attention to detail.

• Organize and support programme meetings, workshops, trainings, and field visits, including preparation of agendas, participant lists, attendance registers, and minutes.
• Maintain an efficient and well-organized filing system for programme documents in both hard copy and electronic formats, in line with GoK and IFAD record-keeping requirements.
• Handle official correspondence, scheduling, document circulation, and internal communications for the PMCU.
• Manage office supplies, stationery, and equipment inventory and ensure timely replenishment.
• Coordinate travel arrangements for programme staff, consultants, and stakeholders, including transport, accommodation, and travel documentation.
• Support logistical arrangements for workshops, trainings, and field activities to ensure timely and cost-effective delivery of programme activities.
• Support procurement processes by preparing and compiling documentation such as requisitions, requests for quotations, delivery notes, and related records, in accordance with IFAD and Government procurement guidelines.
• Assist in tracking deliveries, asset records, and proper filing of procurement documentation.
• Assist in compiling programme reports, presentations, briefing notes, and other documentation required for management, IFAD supervision missions, and government reporting.
• Maintain up-to-date contact databases for stakeholders, partners, service providers, and implementing agencies.
• Support data collection, data entry, and basic data management for monitoring and evaluation (M&E) purposes.
• Assist in organizing M&E documentation, activity reports, and field evidence to support results reporting and audits.
• Serve as a liaison between field offices, implementing partners, county governments, and the PMCU.
• Facilitate effective communication and information flow among technical teams, partners, and county government officials.
• Support community engagement, sensitization, and mobilization activities in collaboration with technical teams and county counterparts.
• Assist in organizing and documenting field-level activities and stakeholder engagements.
• Perform any other duties as may be assigned by the National programme Coordinator in support of effective programme implementation.

• Excellent organizational, multitasking, and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in computing skills including MS Office Word, Excel, PowerPoint and basic data entry tools.
• Ability to work collaboratively in a multi-disciplinary and multicultural team environment.
• Discretion, professionalism, and attention to detail.

• Diploma in Business Administration, Project Management, Development Studies, or any other related field from a recognized institution.
• Any additional relevant training related to administrative or programme support is an added asset.