Senior Administrative Assistant Job Vacancy in Kenya - Church World Service

Job Description

Position Title: Senior Administrative Assistant

Reports To: Office Manager

Division: Church World Service

Department: Administration, Office Management

Job Location: Nairobi, Kenya

Grade Level: Grade 4, Senior Assistant, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is responsible for running and coordinating the day-to-day administrative duties of CWS RSC Africa’s office. This includes providing administrative support to senior managers and other units within the Administration Division and assisting in daily office needs.

Essential Duties:

  • Co-ordinates office activities and operations to secure efficiency and compliance to CWS RSC Africa policies and procedures.
  • Assists in administrative duties and HR duties as required by the HR management including supporting recruitment drives.
  • Receives and distributes monthly Safaricom telephone Invoices to the staff who have exceeded their limits.
  • Completes quality checks for DHL and Safaricom bills on behalf of the Procurement Unit for payment processing by the Accounts department.
  • Completes Travel Expense Reports for Senior Management Team on completion of an official trip.
  • Assists in preparing for high-level meetings e.g. PRM Partner's meetings. This includes organizing visitor's snacks/lunches as requested, and preparing materials and/or reports needed (if any).
  • Liaises with the Property Unit to ensure drivers are on stand-by to pick or drop visitors, staff, and/or equipment/supplies to various destinations as required.
  • Assists the Office Manager in managing the Resource Centre ensuring that resources borrowed are returned on time.
  • Schedules meetings (including virtual meetings) and meeting rooms as required on the Outlook Calendars.
  • Works with the Receptionist to order and take stock of office supplies ensuring that there is always enough supply for refugee applicants and the smooth operation of the front office.
  • Continuously works on finding ways to improve administrative processes.
  • Maintains Office Management procedures including contact information, directions, and frequently requested organization information.
  • Performs other duties as assigned which are designed and developed to improve the operations of the CWS RSC Africa Office.



  • Four (4) years of related work experience with increasing responsibilities is required.
  • Previous experience working with an International NGO is an added advantage.


  • Demonstrated strong computer skills, especially MS-Word, Excel, and Outlook.
  • Knowledge of office management systems and procedures.
  • Committed to and conform with the organization’s mission.

Education & Certifications:

  • Bachelor’s degree in Business Administration or related field; or four (4) years of paid work experience in lieu of a Bachelor’s Degree is required.


  • Manage large and diverse workload under pressure with competing priorities.
  • Maintain the integrity of official records.
  • Analyze and solve complex problems and make sound decisions.
  • Work with minimal supervision.
  • Maintain a high performance standard with attention to detail.
  • Work independently and contribute to overall operations of RSC Africa.
  • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Important Requirements:

  • Strong English communication skills, both written and oral.
  • Ability to work in a multi-cultural environment required.
  • Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

  • COVID Vaccination is a requirement for all successful candidates.
  • The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
  • This position is based in Nairobi, Kenya.
  • This position requires use of laptops at all time, competence in Microsoft office packages is required.
  • This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program.
  • Background check which includes references and an educational and criminal check is required before the start of employment for International applicants.
  • A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
  • Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
  • Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
  • Full time.
  • All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.
  • Any other special requirements that may be developed by Leadership and/or Management teams.

How to apply

To apply Log onto CWS Careers site: Work with CWS - CWS (

Disclaimer: Job openings advertised to create a talent pool for future openings.