Office Manager & Administrator

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.

• 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.
• 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.
• 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.

• 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.
• 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.
• 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.