Job Vacancy – Office Administrator

  Duma Works wrote this on
May 14, 2022 | No Comments

Duma Works is recruiting an Office Administrator for our client; an investment advisory firm in Nairobi, Kenya.

Job Title: Office Administrator
Support Function or Fund: Support – Administration

Line manager(s) reporting to: Head of HR – London

Position Summary

Your main responsibility will be to ensure the office is running smoothly and that you are the first call for employees regarding office, IT, Travel and Visa queries. Working with the management team, the position also contributes to the development and implementation of organizational strategies, policies and practices. We are looking for a person that can work independently with a great attitude to assist our teams in the Kenya office. The candidate should be proactive and very well organised. Time management will be very important in this role.

Essential Duties and Responsibilities

As the Office Administrator you will have overall responsibility for the list of duties below which make up the primary role. Please note the list is not exhaustive and that you might from time to time receive extra duties given to you by your manager.

Functions of Office Administrator may include:

  • Diary Management of Fund Teams
  • Travel Arrangements and tracking of all travel.
  • Business Visa Applications including work visas for international staff
  • Liaising with the IT partner to resolve IT issues
  • Expense management – Completing expenses of management, receiving sign off and passing it on to the accounts team.
  • Organising meetings, – booking meeting rooms, sending out meeting invites, arranging lunches, booking restaurants and ensuring that the documents for the meetings have been prepared well in advance and transport where necessary.
  • Ad hoc office administration
  • Enforce clean desk policy in the office.
  • Reporting faults with office equipment such as the printer etc
  • Ordering and maintaining all office stationery and supplies.
  • Fire Warden and First aid person for the office.
  • Assist with teas and coffees when meetings are being held.
  • Help assist with staff induction
  • Minute taking and distributing the minutes after the meeting for sign off
  • Invoice processing
  • Help assist with office refurb once the new office has been selected.


  • Strong organisational skills
  • Be able to multitask
  • Be able to use computer applications effectively
  • Have great attention to detail.
  • Person must be very approachable and be able to deal with confidential information.
  • Have prior experience in a role with various aspects to it.
  • Efficiently communicate both verbally and in written form.
  • It would be an advantage if you have experience with Office 365 and Microsoft Teams.

What you will receive in return.

  • 25 Holidays plus public holidays – 4 days will be mandatory to use in December when the office close between Christmas and New Year.
  • Very comprehensive Medical for you and your family.
  • Life Assurance 4x annual salary
  • Great team environment and opportunities for career development.


To apply online click here

This position will remain open until filled. 


* You will receive a confirmation email and an alert to take a basic screening test online. The email with the test may not arrive immediately. Please be patient. The email test will typically be 5-8 questions to help us understand your background.

If you apply and don’t meet these minimum qualifications, we will not be able to move forward with your application.

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