THE SWISSPORT PROFILE

Swissport is the world's largest provider of ground and cargo handling services in the aviation industry. The company provides services on behalf of some 835 client-companies and handles around 230 million passengers and 3.9 million flights (movements) per year. The company operates around 120 warehouses and moves approx. 4.1 million...

Administrative Assistant

Job TypeFull Time

QualificationBA/BSc/HND , Diploma

Experience2 years

LocationNairobi

Job FieldAdministration / Secretarial

The Administrative Assistant will provide comprehensive support across Finance, Human Resources, and Procurement functions. The role is critical in ensuring smooth office operations, accurate record-keeping and effective coordination between internal teams and external vendors.

The position requires a high level of confidentiality, attention to detail, and adherence to aviation industry standards.

Main responsibilities:

Finance Support

Provide comprehensive administrative support to finance operations, including processing invoices, expense claims, payment requests, and maintaining petty cash records.

Support budget tracking and expense monitoring and assist in the preparation of basic financial reports and summaries.

Maintain accurate, well-organized financial records, filing systems, and supporting documentation to facilitate audits and financial reviews.

Ensure timely submission of financial documentation and compliance with internal financial controls, policies, and procedures.

Human Resource Support

Provide administrative support across the full employee lifecycle, including recruitment, onboarding, confirmation, and offboarding processes.

Coordinate recruitment activities, including scheduling interviews, preparing interview materials, and communicating with candidates.

Administer employee benefits and support staff welfare initiatives.

Assist in the planning and coordination of training programs, performance appraisals, and internal HR activities.

Ensure compliance with HR policies, labour laws, and internal procedures, and provide support during audits when required.

Procurement Support

Support procurement processes by preparing purchase requisitions, purchase orders and supplier documentation in line with approved procedures.

Maintain accurate records of supplier, contracts, purchase orders and delivery notes.

Support inventory and asset management, including tracking, documentation and periodic stock checks.

Ensure procurement activities comply with organizational policies, budgets and ethical standards.

Track inventory levels and coordinate replenishment of office supplies and consumables

Education:

Degree or Diploma in Business/Finance/Accounting/Social Sciences

Higher Diploma in HR

Proficiency in computers and ability to work with HRMIS systems

Knowledge of HR practices, procurement processes and basic financial principles is highly desirable

Professional Experience:

At least 2 years’ experience in administrative role

• Provide comprehensive administrative support to finance operations, including processing invoices, expense claims, payment requests, and maintaining petty cash records.
• Support budget tracking and expense monitoring and assist in the preparation of basic financial reports and summaries.
• Maintain accurate, well-organized financial records, filing systems, and supporting documentation to facilitate audits and financial reviews.
• Ensure timely submission of financial documentation and compliance with internal financial controls, policies, and procedures.
• Provide administrative support across the full employee lifecycle, including recruitment, onboarding, confirmation, and offboarding processes.
• Coordinate recruitment activities, including scheduling interviews, preparing interview materials, and communicating with candidates.
• Administer employee benefits and support staff welfare initiatives.
• Assist in the planning and coordination of training programs, performance appraisals, and internal HR activities.
• Ensure compliance with HR policies, labour laws, and internal procedures, and provide support during audits when required.
• Support procurement processes by preparing purchase requisitions, purchase orders and supplier documentation in line with approved procedures.
• Maintain accurate records of supplier, contracts, purchase orders and delivery notes.
• Support inventory and asset management, including tracking, documentation and periodic stock checks.
• Ensure procurement activities comply with organizational policies, budgets and ethical standards.
• Track inventory levels and coordinate replenishment of office supplies and consumables

• Proficiency in computers
• Ability to work with HRMIS systems
• Knowledge of HR practices
• Knowledge of procurement processes
• Knowledge of basic financial principles

• Degree or Diploma in Business/Finance/Accounting/Social Sciences
• Higher Diploma in HR