Administrative Associate at Chancen International

The Administrative Associate is responsible for providing comprehensive administrative, HR and financial support to the Kenya office, ensuring smooth operations. The role includes front-office management and cross-departmental support (e.g., P&C & Repayments) during lighter administrative periods.

Key Responsibilities:

Office Administration

• Manage the front office: greet visitors, handle inquiries, and direct communications.
• Answer, screen, and forward phone calls; provide accurate information via phone/email.
• Procure and maintain office supplies, equipment, and inventory.
• Organize meetings, workshops, and travel logistics (accommodation, visas, transport).
• Maintain office cleanliness, office plants maintenance, safety, and security protocols.
• Manage all suppliers, vendors and service providers.
• Ensure all registers are properly filled and submit summary reports to the Country Director (Staff register, complaints register, visitors register).
• Manage all queries received on the official office email channel.
• Assist other departments during peak periods or as assigned.

People & Culture Support

• Assist with recruitment coordination: Schedule interviews and prepare interview materials - ensure a smooth candidate experience.
• Support employee onboarding/offboarding.
• Maintain HR records: Update employee files (personal details, leave records, certifications) - ensure confidentiality of HR data per Chancen’s policies.
• Assist with staff welfare initiatives: Coordinate team events, birthdays, or wellness activities.
• Support training coordination: Schedule training sessions, book venues, and track attendance.

Financial Administration

• Process payment requests and maintain records of office expenses.
• Reconcile transactions and support the finance team with audit preparations.
• Update and manage fixed assets register.
• Assist in budget tracking and generate expense reports.
• Support in procurement process.

Compliance & Reporting

• Ensure adherence to organizational policies and statutory requirements.
• Maintain accurate records and generate administrative/logistical reports.

Requirements

Required Qualifications and Experience

• Diploma/Certificate in Business Administration, HR, or Finance.
• 2+ years in office administration, with additional experience in basic HR processes or finance/bookkeeping knowledge.
• Familiarity with labor laws or compliance requirements in Kenya (advantageous).
• Interest in employee engagement and workplace culture.
• Proficiency in MS Office (advanced Excel for financial tasks).
• Experience with Salesforce or similar CRM systems. Experience with HRIS systems is advantageous.
• Strong attention to detail and commitment to accuracy.
• Strong organizational and time-management skills.
• Ability to work independently and prioritize tasks effectively.
• Passion for using data to improve operational efficiency and decision-making