Administrative Assistant – EU Delegation to Kenya, Nairobi

Administrative Assistant – EU Delegation to Kenya, Nairobi

Position: Administrative Assistant – Local Agent Group 2
Company: EU Delegation to Kenya
Location: Nairobi, Kenya
Type of Job: Fixed-Term, Full-Time
Reporting to: Head of Administration
Application Deadline: November 15, 2024, by 12:00 PM EAT

---

Job Overview

The EU Delegation to Kenya is seeking a skilled and proactive Administrative Assistant to join the Administration Section in Nairobi. Under the supervision of the Head of Administration, this role offers an exciting opportunity to work within a vibrant multicultural environment, providing crucial support to the housing and infrastructure needs of the delegation. This position is well-suited for those with a background in administration, logistics, or procurement, looking to leverage their expertise in an international setting.

Why Join Us?

At the EU Delegation to Kenya, we pride ourselves on fostering a collaborative and inclusive workplace. You will have the chance to contribute to impactful projects, expand your skills in international administrative operations, and enjoy opportunities for growth within a structured and supportive team. As an integral part of our delegation, you will be engaged in essential activities that support our mission and create a seamless operational environment.

Key Responsibilities

As the Administrative Assistant, you will support our administration team in logistics, housing management, procurement, and infrastructure-related activities. Your responsibilities include but are not limited to:

• Procurement and Tender Support: Manage and follow up on procurement processes for office buildings and accommodations, working closely with the Procurement Officer to ensure all tender procedures are in compliance with EU standards.
• Contract Management: Oversee contracts related to office buildings, security, accommodations, and Head of Delegation Residence. Ensure compliance and efficient handling of contractual obligations.
• Facility Maintenance: Supervise maintenance and management of office buildings, including inventory control, setting up storage facilities, and liaising with service providers for utilities like water and electricity.
• Operational Support: Act as the operational initiator in ABAC workflows and manage rent payments and MoU-related invoices for delegation accommodations.
• Inventory and Security Oversight: Maintain security radio inventory and assist in car fleet management, ensuring security standards are met.
• Customer Service: Serve as the first point of contact for troubleshooting housing and office maintenance issues, providing hands-on assistance to resolve day-to-day concerns.

---

Qualifications and Skills

Minimum Education: Kenya Certificate of Secondary Education (KCSE) or an equivalent qualification within the European education system (12 years of schooling). A Diploma in Purchasing and Supplies (Procurement) or Administration/Logistics-related courses is advantageous.

Experience:

• More than 5 years of relevant work experience in operations and logistics management, administration, or procurement in an international organization is required.

Language Proficiency:

• Excellent command of English (spoken and written).
• French language skills are a bonus, though not required.

Technical Proficiency:

• Proficient in IT systems and experience with administrative procedures is beneficial.
• Familiarity with EEAS administrative and financial protocols is highly valued.

---

Key Skills and Competencies

• Communication Skills: Exceptional oral and written communication skills with the ability to maintain professional relationships with external suppliers and internal team members.
• Interpersonal Abilities: Strong ability to build and sustain productive working relationships within the unit and across teams.
• Organizational Expertise: Capacity to manage multiple priorities, handle deadlines effectively, and navigate complex project timelines.
• Problem-Solving Mindset: Ability to identify and address issues proactively, providing sustainable solutions aligned with the EU Delegation’s standards.
• Integrity and Confidentiality: A high degree of integrity is essential for managing confidential information responsibly and ethically.

---

Company Culture and Values

The EU Delegation to Kenya is deeply committed to its mission of fostering positive international relationships and upholding the highest standards of service for the community we serve. As part of our team, you will be part of an inclusive and diverse environment that values teamwork, integrity, and commitment. We believe in continuous growth and development, and we support our employees in building their careers with purpose and impact.

---

Expert Tips to Be a Successful Applicant for the Administrative Assistant Role

Leverage these expert insights, crafted from over 30 years of recruiting experience, to stand out in your application and impress the hiring team.

1. Understand the Role Thoroughly: Research the EU Delegation’s administrative operations to tailor your application. Demonstrate familiarity with the organization’s goals and how this role aligns with them.
2. Showcase Relevant Experience: Emphasize your administrative and logistical experience. For example, “Coordinated inventory and facility management for a large organization” will stand out more than “Handled inventory.”
3. Use the EU Format for Your CV: This application requires a Europass CV format. Any other format may lead to automatic rejection. Ensure your CV highlights specific achievements, such as, “Improved procurement efficiency by 20% over two years.”
4. Detail Language Skills: With French as an asset, indicate your proficiency level, even if it’s beginner. This demonstrates your openness to multilingual settings.
5. Align with the Core Values: Include examples that illustrate integrity and dedication in past roles. For instance, “Maintained confidentiality in handling sensitive contract negotiations.”
6. Tailor Your Motivation Letter: Address it to the Head of EU Delegation and make it specific. Describe why you’re passionate about contributing to the EU Delegation and how your background in logistics and administration will support the team’s goals.
7. Quantify Your Achievements: Use numbers to demonstrate the impact of your experience, such as “Managed a housing budget of 20 million KES with 98% accuracy over five years.”
8. Provide Clear Document Scans: Submit clear and complete scans of certificates and experience declarations, as these are required to validate your application.
9. Pass the ATS Screening: Optimize your CV with relevant keywords (e.g., “procurement management,” “facility coordination”) to ensure it bypasses the applicant tracking system (ATS) efficiently.
10. Follow Submission Guidelines Precisely: Applications not adhering to the precise instructions may be disregarded. Ensure that you submit all required documents to the specified email address and adhere to the deadline.

---

How to Apply

To apply for this role, follow these steps carefully to ensure your application meets all requirements:

1. Download and complete a Europass CV using one of the templates available on Europass.
   • Note: Other CV formats will not be accepted.
2. Prepare a motivation letter addressed to the Head of the EU Delegation to the Federal Republic of Somalia, clearly articulating your interest and qualifications for the role. Ensure the letter is signed.
3. Attach scanned copies of all relevant certifications and declarations of work experience. Ensure these documents are clear and legible.
4. Email your application to eeasjobs-185@eeas.europa.eu by November 15, 2024, 12:00 PM EAT.

   Please submit all documents in English.

• TELEGRAM CHANNEL

---

Equal Opportunity Statement

We are an equal opportunity employer committed to attracting and retaining the best employees from diverse backgrounds. Only shortlisted applicants will be contacted.

---