Administrative Officer Job Vacancy in Kenya

International Institute for Democracy and Electoral Assistance

Position Title: Administrative Officer

International IDEA is leading a gender consortium in implementing the ‘Enhancing Women in Political Participation’ project. The ‘two phase’ project known as the Women in Political Participation (WPP) is funded by SIDA. The consortium includes IDEA, Forum for African Women’s Education (FAWE), The African Women’s Development and Communication Network (FEMNET), Gender Links, University of Cheikh Anta Diop Gender Laboratory (IFAN – UCAD), PADARE, and Women and Law Southern Africa (WLSA). The project is implemented in Botswana, Democratic Republic of Congo, Eswatini, Cote d’Ivoire, Kenya, Senegal, Tanzania and Zimbabwe. This undertaking, , is a multi-year project with an overall goal to increase the political participation and representation of women in Africa in line with the Maputo Protocol of 2003, various associated sub-regional protocols and standards and the Sustainable Development Goals (SDGs).

The main objective of this project is to contribute to the enhancement of women’s political participation in Africa with a view to advancing the goal of gender equality in politics and governance. This overarching objective has been defined in full cognisance of the fact that poor levels of women’s political participation has existed for a long time and, in consequence, experience has been built and work carried out over time by an array of institutions, actors, networks, and campaigners aimed at redressing the situation. Recognising that the quest for improving greater participation of women has a rich history and the groups with which the project will aim to collaborate have cognate experiences of their own, an effort will be made by the project to build on the lessons of experience in order to add strategic value and break new ground.

Based in Nairobi, Kenya*, International IDEA seeks to appoint:*


The Administrative Officer will provide high-level administrative support in accordance with project needs and requirements for the WPP Project and will be responsible for providing support to the project on the administrative, procurement and some financial aspects. Under the supervision of the Programme Manager, the incumbent will perform the following duties:

Key responsibilities for this position include:

  • Supports the administration and performance management of contracts and agreements for service providers and/or partner organizations in line with International IDEA policies and in collaboration with the Regional Procurement and Compliance Officer;
  • Assists with expenditure control, ensuring adherence to International IDEA policies and procedures and advising team members on possible cost-saving measures;
  • Acts as a focal person for programme related procurements (Procurement of service, Events & Consultants) in line with International IDEA rules and procedures and ensuring compliance with SIDA financial and procurement policies for donor-funded projects:
  • Provide administrative support and inputs in the preparation of programme work plans, budgets, and proposals on WPP programme implementation arrangements;
  • Coordinates and monitors the usage and maintenance of the office equipment and vehicles;
  • Support the budget preparation and the finances of programmes/projects; prepare budget variance reports as required;
  • Fully manages the organization of meetings, conferences, and workshops (costing and booking venues, liaising with attendees, organizing travel, etc.). Assists with the preparation of meeting materials and follow-up production of documents;
  • Prepares activity budgets, expenditure reports, verifying all supporting documents in line with International IDEA rules and procedures;
  • Drafting minutes of meetings;
  • Maintains a filing system for effective documentation of the project;
  • Support the Programme Manager in drafting general correspondence to donors and partners.

The Administrative Officer must possess and be able to demonstrate:

  • High school diploma is essential; University degree in management, administration, Finance or related field from a recognized university is considered an advantage
  • Minimum of five (5) years of experience in progressively responsible administrative work with high level contacts, or experience in support of project implementation
  • Excellent knowledge of Microsoft Office package (including MS Word, Excel and PowerPoint) required;
  • Experience working with ERP systems is desirable;
  • Experience of working in an international context with multi-cultural teams, e.g., in an intergovernmental organization is desirable.
  • Fluency in written and oral English is required. Knowledge of written and oral Swahili is an asset.

Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Kenya for the duration of the contract. International IDEA is not able to support work permit applications.

Fixed term appointment until 31 December 2024.

International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.

How to apply

View the full job description and application instructions on the Vacancies page at and email your application by Tuesday 14th March 2023 to