Associate 1, Administration At The Institute for Transportation and Development Policy


About the position

The Administrative Associate will be responsible for ensuring the smooth functioning of the office. Key areas of work will include office management, office upkeep, travel arrangements for staff, event logistics, and official communications.

The Administrative Associate will be based in Nairobi and will report to the Operations Manager. S/he will play a key role in developing protocols for the newly formed Africa office and will work closely with ITDP staff and international experts.

Responsibilities

  • Develop and maintain office systems and protocols.
  • Provide clerical and administrative support including coordination of mailings, document archiving, and errands.
  • Coordinate frequent travel for staff including visas, hotels, flights, and ground transport.
  • Develop and maintain office vendor relationships (e.g., office equipment, furniture, IT equipment, cleaning services, etc.) and evaluate cost-effectiveness.
  • Order, restock, and organise supplies. Ensure general cleanliness of the office.
  • Track invoices, purchase orders, and receipts.
  • Handle event logistics. Book event spaces, audio-visual equipment, and catering and facilitate event activities.
  • Draft and track letters, make appointments, and follow up as necessary.
  • Support technical teams in conducting surveys as and when required.
  • Perform any other task assigned.

Qualifications

  • Bachelor’s degree.
  • 3 years of experience in administration.
  • Ability to multi-task and handle short-term deadlines and conflicting priorities.
  • Strong attention to detail.
  • Proficient with Microsoft Office, including Excel.
  • Strong communicator with excellent written and oral skills in English.
  • Excellent problem-solving skills.
  • Ability to work both independently and as part of a team in a fast-paced environment.
  • Demonstrate a high level of integrity and professionalism.
  • Ability to lift light loads and retrieve/move items around the office.
  • Experience in sourcing office supplies and vendor negotiation.
  • Good grasp of computer networking for a midsized office.

How to apply

The salary will be commensurate with experience. Interested applicants can apply by sending the following information to africajobs@itdp.org with “Associate 1, Administration, Kenya” in the subject line:

  1. Resume and cover letter

The position will remain open until filled.

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