Administrative Assistant Job Vacancy in Nairobi, Kenya

Arizona State University 

Position Title: Administrative Assistant



The Young African Leadership Initiative Legacy and Localization (YALI L&L) project, led by Arizona State University, seeks qualified candidates to serve as the Administrative Assistant on a USAID project supporting the next-generation expression of the Regional Leadership Centers (RLC) component of the Young African Leadership Initiative (YALI), the United States’ premier investment in young African leaders. As the on-continent component of the YALI program, in 2015 USAID launched four YALI RLCs at higher education institutions in Ghana, Kenya, Senegal, and South Africa. The RLCs have provided access to leadership and functional training to 22,000 young leaders aged 18–35 from 49 sub-Saharan countries in three tracks: business and entrepreneurship, public management, and civic leadership. YALI 2030 will build on the RLC foundation to create an expanded pan-African youth development model that will harmonize training curriculum, serve underrepresented/underserved youth, build alumni network capacity and professional development opportunities, and develop new program- related partnerships with the private sector and other stakeholders and donors. ASU has hosted YALI Mandela Washington Fellows annually since 2014, led public management cohorts at the East Africa Regional Leadership Center, collaborates with the Mastercard Foundation on an eLearning Initiative with African universities, implemented higher education projects for USAID with multiple universities on the continent, and maintains an African hub and a network of alumni through ASU-Thunderbird School of Global Management.

Position location: This is a full-time national position and will be based in Nairobi, Kenya.

Main Purpose of Job

We are seeking to recruit a results-oriented Administrative Assistant.

The holder of this position will report to the Office Manager and will provide administrative and programme support for the smooth operation of the YALI LL project operations. She/He will work to ensure a conducive work environment for the efficient and effective running of day-to-day activities.

Key Responsibilities

  • Manage the project and office diaries of the events, including major meetings, workshops, seminars, visits, retreats etc. and maintain the calendar of program planned activities.
  • Assist in the preparation of agendas for staff and technical meetings, document minutes and disseminate accordingly.
  • Handle incoming calls and emails, directing them to the appropriate staff members.
  • Receive and distribute correspondences to relevant staff members andespond appropriately to callers and public inquiries.
  • Receive and direct guests and the general public to the relevant offices
  • Assist in hosting and provision of hospitality to official guests on a need basis.
  • Assist in preparing, formatting, and proofreading documents, reports, and presentations.
  • Develop and maintain a current and accurate filing system for general correspondences.
  • Maintain office supplies inventory, place orders and monitor use of supplies for cost-effectiveness.
  • Assist with the maintenance of office equipment and liaise with service providers for repairs and maintenance.
  • Assist Finance in the scanning of documents, filing etc
  • Assist in maintaining employee attendance and leave management
  • Support in recruitment processes. i.e; Coordinating and scheduling interviews between candidates and the hiring team, including arranging interview rooms
  • Collaborating with the hiring team to ensure a smooth onboarding process for newly hired employees.
  • Perform any other duties as may be assigned by the superior.

Key competencies

  • Demonstrated leadership and management skills.
  • Expertise delivering performance excellence
  • Analytical thinking and problem-solving skills.
  • Excellent strategic planning skills, Strong judgement and decision-making skills.
  • Excellent verbal communication skills and excellent report writing skills.
  • Experience with the use of the internet, including social media for fundraising purposes.
  • Ability to work in a team and be a self-starter.

Required Qualifications:

  • A Higher Diploma in Administration or Business Management from a reputable college.
  • A degree in a relevant field will be an added advantage.
  • Training in secretarial and front office management will be desirable.
  • Proven experience as an administrative assistant or similar role.
  • Strong computer skills, including proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent oral and written English skills
  • Demonstrable planning and organizational skills and ability to meet tight deadlines.
  • Flexibility and initiative, as well as the ability to work independently, combined with the skills for thriving in a team environment to achieve institutional goals.
  • High professional and ethical standards for handling confidential information.
  • Willingness to be flexible in working hours and adapt to changing priorities and deadlines.
  • Experience of working within a busy finance department. Good communication and listening skills.
  • Ability to work under pressure and meet targets and deadlines.
  • Problem solving ability

How to apply

How to Apply

Interested qualified candidates are invited to submit their application and Curriculum Vitae indicating full contact details of three professional referees to by 24th October, 2023.

Applicants must include the POSITION TITLE in the subject line of their email. Please do not attach copies of certificates.

Only short-listed candidates will be contacted for interview. YALI LL is an equal opportunity employer.