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Administrative Assistant Job in Kenya - NGO

Position: Administrative Assistant

Start Date:
 As soon as Possible
Location: Siaya
Eligibility: Position open to local hire only
About Innovations for Poverty Action (IPA): Innovations for Poverty Action (IPA) is a non-profit organization dedicated to discovering and promoting effective solutions to global poverty problems. 

In close partnership with decision makers - the policymakers, practitioners, investors, and donors working with the poor around the world - we design and evaluate potential solutions to poverty problems using randomized evaluations, the most rigorous evaluation method available. 

We also mobilize and support these decision makers to use these solutions to build better programs and policies at scale.

In collaboration with over 250 leading academics and implementing organizations, we have results from over 175 completed studies with over 225 in progress around the world. 

Our studies cover solutions for effective agriculture, education, health, finance, governance, social protection, and post conflict recovery. 

We have over 1,000 colleagues in 11 permanent offices supporting 16 countries, where we conduct research and routinely consult with governments, foundations, NGOs, and others to present evidence that can inform their work. 

IPA-Kenya (IPAK) is IPA’s oldest country program, and the site of many of its most influential projects, including seminal studies on de-worming, clean water promotion, bed-net usage and fertilizer subsidies. IPAK is now also the site of IPA’s largest “scale-up” projects – including a national de-worming program and community-based chlorine dispensers. 

These are programs whose impact and cost-effectiveness have been proven by researchers and can now be implemented at scale, and millions of Kenyan children have been de-wormed, and hundreds of thousands have access to clean water as a result. 

IPAK employs more than 400 contracted staff working on 20 different projects across multiple offices.

Tasks, Duties, and Responsibilities:
General administrative support to staff and the management team including:
  • Minute taking for management team meetings and other meetings as required.
  • Ensuring smooth operations within the office
  • Costs reallocations for the country office
  • Weekly reporting to supervisor
  • Arrange for hospitality with visiting staff/guests to Siaya whilst ensuring the smooth running of the organization
  • Arrange for road and air transportation within the country for Siaya based staff or others as assigned
  • Ensuring proper coordination of the Siaya transport vendors, timely billing for vehicles and submission to finance for payments
  • Support Training Logistics for field staff project activities
Finance and Procurement:
  • Submitting monthly expense reports (LSF)
  • Handling office petty cash
  • Ordering of equipment, materials and office supplies
  • Undertake and assist in the recording and processing of invoices, receipts and payments
  • Manage relationships with IPA’s suppliers, including quality control of all goods purchased
  • Ensuring vendor payments have been finalized timely
  • Siaya office inventory management
Security management:
  • Act as the Security Focal Point for the Siaya office
  • Timely report incidents occurring to staff
  • Update and maintain the internal system for communication in case of emergencies
Perform any other duty as assigned by supervisor
Key Requirements:
  • A Diploma or University Degree in Business Administration or related field of discipline.
  • Must have great multi-tasking abilities
  • At least two years’ work experience
  • Excellent verbal and written communication skills
  • Willingness to travel within Western Region and Nairobi
How to Apply:
Please send a cover letter and detailed CV including daytime phone number, email address, and 3 professional references. 

Your CV should include your scores or grades and other measures of academic achievement, and details about any relevant work experience.

Applications must be submitted by email to, please ensure that the subject line reads: “Administrative Assistant REF NO: REF NO: FK-2015-04-03. 

Deadline to Apply: 6th May 2015

Shortlisted candidates will be contacted by email for an interview. 

Applicants are encouraged to apply early, as applications will be reviewed on a rolling basis.

 The above statements are intended to describe the general nature and level of the work being performed by the Administrative Assistant. The statements are not intended to be an exhaustive list of all possible duties, tasks, and responsibilities. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary. Please note that IPA will never request any form of payment from an applicant. Applicants are encouraged to confirm the information listed above with IPA prior to releasing any extensive personal information to the organization. Please direct questions to

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