Administrative Associate at Institute for Transportation and Development Policy (ITDP)

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.

The salary will be commensurate with experience. Interested applicants can apply by sending the following information to [email protected] with “Associate 1, Administration, Kenya” in the subject line:

1. Resume and cover letter
2. Samples of written and visual work.
3. An idea about improving the public transport system in a city in Africa.

The position will remain open until filled.