Administrative Associate
2025-07-11T14:57:44+00:00
Chancen International
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https://chancen.international/
FULL_TIME
Nairobi
Nairobi
00100
Kenya
Human Services
Admin & Office
2025-07-25T17:00:00+00:00
Kenya
8
Administrative Associate at Chancen International
The Administrative Associate is responsible for providing comprehensive administrative, HR and financial support to the Kenya office, ensuring smooth operations. The role includes front-office management and cross-departmental support (e.g., P&C & Repayments) during lighter administrative periods.
Key Responsibilities:
Office Administration
- Manage the front office: greet visitors, handle inquiries, and direct communications.
- Answer, screen, and forward phone calls; provide accurate information via phone/email.
- Procure and maintain office supplies, equipment, and inventory.
- Organize meetings, workshops, and travel logistics (accommodation, visas, transport).
- Maintain office cleanliness, office plants maintenance, safety, and security protocols.
- Manage all suppliers, vendors and service providers.
- Ensure all registers are properly filled and submit summary reports to the Country Director (Staff register, complaints register, visitors register).
- Manage all queries received on the official office email channel.
- Assist other departments during peak periods or as assigned.
People & Culture Support
- Assist with recruitment coordination: Schedule interviews and prepare interview materials - ensure a smooth candidate experience.
- Support employee onboarding/offboarding.
- Maintain HR records: Update employee files (personal details, leave records, certifications) - ensure confidentiality of HR data per Chancen’s policies.
- Assist with staff welfare initiatives: Coordinate team events, birthdays, or wellness activities.
- Support training coordination: Schedule training sessions, book venues, and track attendance.
Financial Administration
- Process payment requests and maintain records of office expenses.
- Reconcile transactions and support the finance team with audit preparations.
- Update and manage fixed assets register.
- Assist in budget tracking and generate expense reports.
- Support in procurement process.
Compliance & Reporting
- Ensure adherence to organizational policies and statutory requirements.
- Maintain accurate records and generate administrative/logistical reports.
Requirements
Required Qualifications and Experience
- Diploma/Certificate in Business Administration, HR, or Finance.
- 2+ years in office administration, with additional experience in basic HR processes or finance/bookkeeping knowledge.
- Familiarity with labor laws or compliance requirements in Kenya (advantageous).
- Interest in employee engagement and workplace culture.
- Proficiency in MS Office (advanced Excel for financial tasks).
- Experience with Salesforce or similar CRM systems. Experience with HRIS systems is advantageous.
- Strong attention to detail and commitment to accuracy.
- Strong organizational and time-management skills.
- Ability to work independently and prioritize tasks effectively.
- Passion for using data to improve operational efficiency and decision-making
Office Administration Manage the front office: greet visitors, handle inquiries, and direct communications. Answer, screen, and forward phone calls; provide accurate information via phone/email. Procure and maintain office supplies, equipment, and inventory. Organize meetings, workshops, and travel logistics (accommodation, visas, transport). Maintain office cleanliness, office plants maintenance, safety, and security protocols. Manage all suppliers, vendors and service providers. Ensure all registers are properly filled and submit summary reports to the Country Director (Staff register, complaints register, visitors register). Manage all queries received on the official office email channel. Assist other departments during peak periods or as assigned. People & Culture Support Assist with recruitment coordination: Schedule interviews and prepare interview materials - ensure a smooth candidate experience. Support employee onboarding/offboarding. Maintain HR records: Update employee files (personal details, leave records, certifications) - ensure confidentiality of HR data per Chancen’s policies. Assist with staff welfare initiatives: Coordinate team events, birthdays, or wellness activities. Support training coordination: Schedule training sessions, book venues, and track attendance. Financial Administration Process payment requests and maintain records of office expenses. Reconcile transactions and support the finance team with audit preparations. Update and manage fixed assets register. Assist in budget tracking and generate expense reports. Support in procurement process. Compliance & Reporting Ensure adherence to organizational policies and statutory requirements. Maintain accurate records and generate administrative/logistical reports.
Diploma/Certificate in Business Administration, HR, or Finance. 2+ years in office administration, with additional experience in basic HR processes or finance/bookkeeping knowledge. Familiarity with labor laws or compliance requirements in Kenya (advantageous). Interest in employee engagement and workplace culture. Proficiency in MS Office (advanced Excel for financial tasks). Experience with Salesforce or similar CRM systems. Experience with HRIS systems is advantageous. Strong attention to detail and commitment to accuracy. Strong organizational and time-management skills. Ability to work independently and prioritize tasks effectively. Passion for using data to improve operational efficiency and decision-making
JOB-6871266823c05
Vacancy title:
Administrative Associate
[Type: FULL_TIME, Industry: Human Services, Category: Admin & Office]
Jobs at:
Chancen International
Deadline of this Job:
Friday, July 25 2025
Duty Station:
Nairobi | Nairobi | Kenya
Summary
Date Posted: Friday, July 11 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Administrative Associate at Chancen International
The Administrative Associate is responsible for providing comprehensive administrative, HR and financial support to the Kenya office, ensuring smooth operations. The role includes front-office management and cross-departmental support (e.g., P&C & Repayments) during lighter administrative periods.
Key Responsibilities:
Office Administration
- Manage the front office: greet visitors, handle inquiries, and direct communications.
- Answer, screen, and forward phone calls; provide accurate information via phone/email.
- Procure and maintain office supplies, equipment, and inventory.
- Organize meetings, workshops, and travel logistics (accommodation, visas, transport).
- Maintain office cleanliness, office plants maintenance, safety, and security protocols.
- Manage all suppliers, vendors and service providers.
- Ensure all registers are properly filled and submit summary reports to the Country Director (Staff register, complaints register, visitors register).
- Manage all queries received on the official office email channel.
- Assist other departments during peak periods or as assigned.
People & Culture Support
- Assist with recruitment coordination: Schedule interviews and prepare interview materials - ensure a smooth candidate experience.
- Support employee onboarding/offboarding.
- Maintain HR records: Update employee files (personal details, leave records, certifications) - ensure confidentiality of HR data per Chancen’s policies.
- Assist with staff welfare initiatives: Coordinate team events, birthdays, or wellness activities.
- Support training coordination: Schedule training sessions, book venues, and track attendance.
Financial Administration
- Process payment requests and maintain records of office expenses.
- Reconcile transactions and support the finance team with audit preparations.
- Update and manage fixed assets register.
- Assist in budget tracking and generate expense reports.
- Support in procurement process.
Compliance & Reporting
- Ensure adherence to organizational policies and statutory requirements.
- Maintain accurate records and generate administrative/logistical reports.
Requirements
Required Qualifications and Experience
- Diploma/Certificate in Business Administration, HR, or Finance.
- 2+ years in office administration, with additional experience in basic HR processes or finance/bookkeeping knowledge.
- Familiarity with labor laws or compliance requirements in Kenya (advantageous).
- Interest in employee engagement and workplace culture.
- Proficiency in MS Office (advanced Excel for financial tasks).
- Experience with Salesforce or similar CRM systems. Experience with HRIS systems is advantageous.
- Strong attention to detail and commitment to accuracy.
- Strong organizational and time-management skills.
- Ability to work independently and prioritize tasks effectively.
- Passion for using data to improve operational efficiency and decision-making
Work Hours: 8
Experience in Months: 24
Level of Education: bachelor degree
Job application procedure
Interested and qualified? Click Here to Apply
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