Administrative Officer

1. Background Fire and Rescue Training Centre (located in Kiambu town, Kenya), operated by Polish Center for International Aid (PCPM) Kenya, is establishing a pre-qualified Pool of Candidates to support our ongoing and upcoming initiatives across Kenya. This roster aims to streamline the recruitment of short-term/long-term consultants, full-time employees and technical advisors who possess deep localised knowledge of the Kenyan educational landscape. The Fire and Rescue Training Centre, located in Kiambu town, Kenya, is a professional training institution, registered as a Technical and Vocational College by TVETA, dedicated to developing practical skills and technical competencies in emergency response, fire safety, and related technical professions. The centre aims to contribute to the development of a skilled workforce capable of responding to safety, disaster management and technical service needs across Kenya. Through its training programmes, the centre works closely with educational institutions, industry partners and local communities to strengthen links between technical education, vocational training and the labour market. In addition to specialised fire and rescue training, the centre is actively expanding its engagement in the Technical and Vocational Education and Training (TVET) ecosystem, supporting initiatives that improve access to skills development, industry exposure and employment opportunities for young people. As part of its broader mission to strengthen practical education and professional pathways, the centre collaborates with stakeholders including training institutions, private sector partners, community-based organisations and local authorities. These partnerships support the development of training opportunities, industrial attachments and community engagement activities aimed at improving skills development and employability. Further information about the organisation can be found at: https://firetrack.ke/about/ To support the implementation and expansion of these initiatives, the Fire and Rescue Training Centre is establishing a pre-qualified Pool of Technical Experts. The purpose of this roster is to identify experienced professionals with strong knowledge of the Kenyan education landscape, community structures and private sector engagement. Fire and Rescue Training Centre is establishing a pre-qualified Pool of Candidates for Admin Officer role to support our ongoing and upcoming initiatives. 2. Role and Responsibilities Candidates admitted to the pool will assume below tasks: A. Academic & Student Administration Admissions & Enrollment: Manage the student registration process, maintain accurate digital and physical student files, and issue admission letters. Database Management: Maintain the Management Information System (MIS), ensuring all data (attendance, grades, certifications) is up to date. Course and Event Organisation: Assist the project team in organising TVET courses and other Centre’s events. B. Compliance & Quality Assurance Accreditation Support: Assist in preparing documentation for TVETA institutional licensing and programme auditing. Documentation: Maintain the internal Fire and Rescue Training Centre’s documents library, including curricula, syllabi, and policy manuals. 3. Type of contract: The selected Candidate will be appointed to a full-time position. 4.Candidate Requirements: Education: A Bachelor’s degree in Business Administration, Public Administration, or a related field. (A Diploma in TVET Management is a plus). Experience: At least 3–5 years of administrative experience, preferably within an educational institution or a donor-funded project (e.g., Polish Aid, EU, UN). Skills: Proficiency in MS Office Suite (Word, Excel, PowerPoint). Strong organisational skills and attention to detail; Excellent written and verbal communication in English; Fluency in Kiswahili is a plus. Key Competencies: Intercultural Sensitivity: Ability to work effectively with international and local stakeholders. Adaptability: Capacity to handle the logistical challenges of a vocational college; Integrity: Absolute discretion in handling sensitive student data and financial records. 5. Location The place of work will be the Fire and Rescue Training Centre in Kiambu. Depending on operational needs, the job requirements may require duty travel within Nairobi and occasionally to other counties in Kenya. 6.Safeguarding, Ethics and Equal Opportunity The organisation is committed to maintaining the highest standards of integrity, transparency and safeguarding in all its activities. All individuals engaged through this roster may be required to adhere to the organisation’s policies, including the Code of Conduct, safeguarding standards, and policies related to the prevention of fraud, corruption and conflicts of interest. The organisation is an equal opportunity employer and encourages applications from qualified Candidates regardless of gender, age, disability, ethnicity, religion or other status.

Interested Candidates should submit: 1. An updated CV (max 2 pages). 2. A Cover Letter. 3. Contact details for two professional references familiar with their work in Kenya. Your application package should be sent to [email protected] In the title of your message please include: Your name and surname plus Admin Officer. The deadline for submission is 23rd March 2026, 9am. Applications received after this deadline will not be considered. Applications will be kept on file in our talent pool. We will reach out to qualified experts on an as-needed basis. To ensure an efficient process, we kindly ask that you do not contact the office to check the status of your application. By submitting an application, Candidates consent to the processing and storage of their personal data for the purposes of this recruitment process and inclusion in the organisation’s expert roster. Personal data will be stored only for the duration of the roster and used solely for recruitment-related purposes