Office Manager & Administrator

Position Overview

The Office Manager & Administrator will provide efficient, proactive, and professional administrative support to CHASP Advisory’s staff, consultants, clients, partners, and visitors. The role will support smooth office operations, front office management, logistics coordination, records management, meeting support, procurement documentation, and general administrative services.

In addition, the role will provide confidential, high-level and responsive executive assistance to the Global Director, including calendar management, travel coordination, meeting preparation, correspondence support, follow-up on action points, document handling, and coordination with internal and external stakeholders.

The position requires excellent judgement, confidentiality, attention to detail, professionalism, tact, and the ability to anticipate needs in a fast-paced professional environment.

Purpose of the Position:

The purpose of this role is to ensure the smooth running of CHASP Advisory’s office operations while providing reliable, confidential, and well-coordinated support to the Global Director. The position supports office administration, communication, logistics, record management, meeting coordination, procurement documentation, and effectiveness across the organization.

Key Responsibilities

1. Front desk support

• Welcome and assist visitors, clients, staff, consultants, suppliers, and partners upon arrival at the office, ensuring a warm and professional reception experience.
• Maintain a pleasant, organized, and secure reception area that reflects the professional image of CHASP Advisory.
• Notify relevant staff of visitor arrivals, manage visitor sign-in procedures, and support compliance with office access protocols.
• Manage the reception desk, including receiving calls, responding to routine enquiries, directing callers appropriately, and recording messages accurately.
• Support appointment coordination, meeting room bookings, and visitor assistance as required.
• Prepare, update, and maintain contact databases for partners, clients, stakeholders, consultants, suppliers, and other institutional contacts.
• Receive, sort, and distribute incoming mail, courier items, and packages to the appropriate recipients or departments in a timely manner.
• Prepare outgoing mail and packages, including dispatch documentation and scheduling courier services where necessary.
• Maintain accurate records of incoming and outgoing mail, deliveries, and courier transactions for retrieval and audit purposes.

2. Office Administration and Logistic Support

• Support office management by ensuring the office is well-maintained, clean, organized, safe, and adequately equipped for the team’s optimal use.
• Monitor office supplies, stationery, sundries, merchandise, equipment, and consumables, ensuring timely replenishment and proper issuance to staff.
• Maintain accurate records of office supplies, office equipment, furniture, and materials issued or allocated to staff.
• Prepare monthly analysis of office supplies, stationery, and consumables to support planning and efficient use of resources.
• Coordinate local, regional, and international travel for team members, consultants, visitors, and the Global Director, including bookings, itineraries, accommodation, transport, visas, and travel documentation where applicable.
• Support official field, Nairobi-based, regional, and international logistics for staff, consultants, and visitors as required.
• Follow up on office insurance, licenses, service agreements, maintenance schedules, and renewal timelines, escalating upcoming deadlines to the Head of Finance and Administration.
• Support staff and consultants with administrative arrangements for workshops, trainings, meetings, and other official engagements.
• Assist in ensuring value for money and appropriate due diligence in office logistics, venue selection, supplier engagement, and service coordination.

3. Executive Support to the Global Director

• Provide day-to-day administrative support to the Global Director, ensuring priorities, meetings, correspondence, and commitments are well coordinated.
• Manage the Global Director’s calendar, including scheduling meetings, appointments, calls, travel arrangements, reminders, and key commitments.
• Act as the first point of administrative contact for the Global Director, managing routine correspondence, screening requests, and ensuring timely follow-up.
• Manage diary requirements, resolve scheduling conflicts, and ensure the Global Director is adequately prepared ahead of meetings and engagements.
• Prepare meeting packs, briefing notes, agendas, presentations, minutes, and follow-up trackers for meetings involving the Global Director and senior management.
• Draft, format, proofread, and organize correspondence, letters, reports, presentations, and other documents on behalf of the Global Director as requested.
• Track delegated actions, decisions, and deadlines arising from meetings, ensuring follow-up with responsible persons and timely updates to the Global Director.
• Coordinate communication between the Global Director and internal teams, consultants, board members, partners, clients, and external stakeholders.
• Support special projects, leadership meetings, and strategic assignments by organizing documents, compiling inputs, and tracking progress where requested.
• Maintain strict confidentiality when handling sensitive organizational, personnel, financial, strategic, and partner-related information.

4. Meeting, Event and Travel Coordination

• Schedule and coordinate internal and external meetings, conferences, workshops, trainings, and events when required.
• Prepare agendas, meeting materials, attendance lists, name tags, stationery, presentations, and other documentation required for meetings and events.
• Take accurate meeting minutes, circulate approved minutes, and maintain action trackers to support timely follow-up.
• Manage meeting and event logistics, including catering, venue set-up, transport, accommodation, equipment, interpretation, printing, and other administrative arrangements.
• Coordinate with vendors and service providers to ensure meetings and events are delivered on time, within budget, and to the required standard.
• Support HR with pre-arrival arrangements and onboarding logistics for new staff, consultants, and visitors where applicable.
• Support travel planning and documentation for meetings, field visits, events, workshops, and official assignments.

5. Records, Filing, and Data Management

• Update and maintain office records, administrative registers, trackers, databases, contact lists, and filing systems.
• Maintain organized electronic and hard copy filing systems for administrative, procurement, travel, meeting, supplier, and office records.
• Perform data entry tasks accurately and ensure records are complete, current, and easily retrievable.
• Maintain allocation records for office equipment, furniture, stationery, and supplies issued to staff.
• Keep accurate records of meeting minutes, action trackers, visitor logs, courier records, travel documents, and other administrative records.
• Handle confidential documents with discretion and ensure appropriate storage, access control, and disposal of sensitive information.
• Support the preparation of routine administrative reports, trackers, summaries, and updates for management review.

6. Procurement, Finance and Supplier Support

• Maintain an updated invoice register from suppliers and submit monthly invoice tracker reports to the Finance Department.
• Support procurement processes by obtaining quotations, preparing comparison summaries, and maintaining procurement documentation.
• Maintain updated supplier and vendor records, including contacts, contracts, service schedules, and performance notes where applicable.
• Support sourcing, vetting, and pre-qualification of suppliers and vendors in line with organizational procurement procedures.
• Support petty cash, expense documentation, travel expense submissions, and invoice follow-up in coordination with the Finance Department.
• Ensure all administrative, supplier, procurement, and finance-related documentation is filed accurately and submitted within required timelines.
• Follow up with suppliers and service providers on documentation, delivery timelines, invoices, and administrative requirements.

7. Other Duties

The duties and responsibilities set out above are not exhaustive. The role holder may be required to perform other reasonable duties consistent with the purpose of the role, their level of skills and experience, and the evolving operational needs of CHASP Advisory.

Qualifications, Experience and Skills

Minimum Qualifications and Experience:

• Bachelor’s degree in Business Administration, Business Management, Office Administration, Diploma or Secretarial Studies, Communications or a related field.
• At least 3 - 5 years of relevant experience in office administration, executive assistance, front office management or administrative support.
• Experience supporting a senior executive, director or leadership team will be an added advantage.
• Proficiency in Microsoft Office applications, online meeting platforms, email, calendar management tools and basic office technology.

Key Competencies:

• Excellent organizational, planning and time management skills.
• Strong written and verbal communication skills, with the ability to interact professionally with diverse stakeholders.
• High level of discretion, confidentiality, integrity and professionalism.
• High level of emotional intelligence and maturity.
• Ability to multitask, prioritize competing demands and work with minimal supervision.
• Attention to detail, accuracy and a strong follow-through orientation.
• Customer service mindset and ability to maintain calm, courteous and solution-focused communication.
• Ability to work respectfully in a multicultural environment and uphold organizational values and policies.

Working Relationships:

• Reports administratively to the Head of Finance and Admin and provides direct personal assistant support to the Global Director.
• Works closely with Finance, HR, Program, Communication, Business Development departments, consultants, suppliers, clients, partners and visitors.

Equal Opportunities: The Office Manager & Administrator is required to carry out all duties in accordance with CHASP Advisory’s Equal Opportunities and Diversity policies and procedures, promoting fairness, respect, inclusion and non-discrimination in all interactions.

Child Safeguarding: The Office Manager & Administrator is required to carry out all duties in accordance with CHASP Advisory’s Child Safeguarding policy and Protection from Sexual Harassment, Exploitation and Abuse, and Child Abuse policies.

The role holder must uphold safeguarding standards in all circumstances, reflecting CHASP Advisory’s commitment to protecting children and vulnerable persons from abuse, exploitation, harassment and harm.

Safeguarding our Staff: The Office Manager & Administrator is required to carry out all duties in accordance with CHASP Advisory’s anti-harassment policy and to contribute to a respectful, safe and professional working environment for all staff, consultants, partners and visitors.

Health and Safety: The Office Manager & Administrator is required to carry out all duties in accordance with CHASP Advisory’s Health and Safety policies and procedures, including supporting a clean, safe and well-maintained office environment and promptly reporting hazards, incidents or maintenance concerns.