Background

Embassy promotes Norwegian policies, interests and values in political and economic relations, development cooperation, in trade and investment promotion and in cultural and information matters. It provides consular services to Norwegian nationals and migration services to non-nationals. There are 40 staff working at the Embassy of Norway, including the Norwegian Embassy Office in Mogadishu, Somalia.

The Embassy has a permanent vacancy as Administrative Officer in the Embassy’s administrative team. The position is available from March 2026.

Main duties:

• Handle incoming and outgoing emails, and other communications. Operate switchboard (on rotation)
• Managing calendars, scheduling meetings, preparing minutes, arranging meetings and events
• Schedule and coordinate meetings, appointments, and travel arrangements
• Book travels and hotel rooms
• Provide front desk support and receive visitors
• Manage and maintain office files, records, and correspondence
• Assist in preparing reports, memos, and other official documents (Note Verbal)
• Manage office supplies inventory and place orders when necessary
• Support the coordination of office events, logistics, and staff movements
• Assist accountant in preparation payment processing, i.e. prepare payment to our local bank
• Assist with Bank reconciliations
• Perform other duties as assigned to ensure smooth office operations

Qualifications

• Bachelor’s degree in Business administration
• Good oral and written communication skills in English.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint), Teams, project management tools, data entry, database management
• Adequate work experience, preferably from an Embassy

Personal attributes

The ability to:

• Be an integrated part of the administrative team at the Embassy
• Handle sensitive information with discretion.
• Work in a team environment
• Able to interact with different types of customers and colleagues
• Active listening and understanding
• Adapt to any situation
• Effectively handle adversity and embrace change
• Organize your workday
• Able to handle difficult situations

Employment modalities

The positions are based in Nairobi under a local contract. Remuneration as administrative officer. A professional and conducive working environment will be offered, in addition to good insurance and pension schemes.

• Handle incoming and outgoing emails, and other communications. Operate switchboard (on rotation)
• Managing calendars, scheduling meetings, preparing minutes, arranging meetings and events
• Schedule and coordinate meetings, appointments, and travel arrangements
• Book travels and hotel rooms
• Provide front desk support and receive visitors
• Manage and maintain office files, records, and correspondence
• Assist in preparing reports, memos, and other official documents (Note Verbal)
• Manage office supplies inventory and place orders when necessary
• Support the coordination of office events, logistics, and staff movements
• Assist accountant in preparation payment processing, i.e. prepare payment to our local bank
• Assist with Bank reconciliations
• Perform other duties as assigned to ensure smooth office operations

• Good oral and written communication skills in English.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint), Teams, project management tools, data entry, database management
• Ability to handle sensitive information with discretion.
• Ability to work in a team environment
• Able to interact with different types of customers and colleagues
• Active listening and understanding
• Adapt to any situation
• Effectively handle adversity and embrace change
• Organize your workday
• Able to handle difficult situations

• Bachelor’s degree in Business administration
• Adequate work experience, preferably from an Embassy