Vacancy title:
Administrative Assistant

[Type: FULL_TIME, Industry: Public Administration, and Government, Category: Admin & Office]

Jobs at:
Italian Embassy in Kenya

Deadline of this Job:
Wednesday, October 1 2025

Duty Station:
Kenya | Nairobi | Kenya

Summary
Date Posted: Monday, September 29 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Job Description – Administrative Assistant

The administrative assistant will perform a wide range of clerical and organizational functions, contributing to the effective functioning of the Embassy’s administrative section. The role requires accuracy, discretion, and commitment to maintaining high professional standards in a diplomatic context.

Core Responsibilities

1. Administrative Support
   • Manage and update filing systems, both digital and physical.
   • Handle incoming and outgoing correspondence, ensuring proper recording and distribution.
   • Support the preparation of reports, memos, and official documentation.
   • Assist in the scheduling of meetings and preparation of meeting materials.
2. Reception and Communication
   • Act as a first point of contact for visitors, staff, and external stakeholders.
   • Manage telephone calls, emails, and other communication channels professionally.
   • Provide information and direct inquiries to relevant departments or staff.
3. Record Keeping and Data Management
   • Maintain accurate administrative records, including staff registers, leave records, and other internal documentation.
   • Update databases and ensure data integrity in accordance with Embassy requirements.
4. Support to Financial and Procurement Functions
   • Assist with preparation of financial requests and administrative forms.
   • Handle petty cash transactions under supervision, where applicable.
   • Support procurement processes by collecting quotations, preparing documentation, and following up with suppliers as instructed.
5. Human Resources and Logistics Assistance
   • Support HR functions, including maintaining staff documentation files.
   • Assist in organizing events, workshops, or meetings hosted by the Embassy.
   • Help in logistical arrangements such as booking venues or coordinating transportation where necessary.
6. Confidentiality and Compliance
   • Handle sensitive information responsibly and with full confidentiality.
   • Ensure compliance with Embassy policies, Italian government regulations, and Kenyan laws where applicable.

Competencies and Attributes

While formal qualifications are limited to the secondary school level or equivalent, the position demands certain personal and professional attributes:

• Strong organizational skills with attention to detail.
• Ability to work in a multicultural and diplomatic environment.
• Professional communication, both written and verbal.
• Adaptability to changing administrative priorities.
• Integrity, reliability, and discretion in handling official information.

Recruitment Process

1. Application Submission
   Applications must be submitted within the prescribed deadline. Late applications will not be accepted.
2. Screening and Shortlisting
   Applications will be screened against the stated requirements. Only candidates with the most suitable documentation and qualifications will be shortlisted.
3. Interview Stage
   Shortlisted candidates will be invited for an interview at the Embassy. The interview will assess professional skills, aptitude, and suitability for the role.
4. Final Selection
   Following interviews, the Embassy will identify the most qualified candidate. The selected individual will then be required to present the mandatory documents.
5. Contract Finalization
   Employment will only begin once authorization has been received from the Central Budget Office in Italy.

Work Hours: 8

Experience in Months: 36

Level of Education: bachelor degree

Job application procedure

Interested and Qualified candidates Click to apply

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