Administrative Assistant NGO Job Green Heart

Trust is earned on the ground: in supplies that never run out, files that are always where they should be, deadlines met before they fall due, and confidences kept. As our Administrative Assistant, you’re the quiet engine behind all of it — across the office, show home, pump house, and solar power plant. It’s detail work, done with intention. And it matters.

Responsiblities

Office & Facilities

Keep things stocked & running

Supplies and consumables in stock, equipment repairs coordinated, parcels handled, and travel & accommodation booked to policy.

Systems

Keep records clean

• Daily data entry across Google Drive and Notion, new-hire and exit folders, internal trackers kept current — and filing errors flagged, not buried.

Logistics & Calendar

Keep the team on schedule

• Book all-staff and organization meetings, follow up on action points, and schedule reviews and events.

Land & Compliance

Keep the paperwork tight

• Maintain land transaction files, chase signatures, track compliance deadlines, handle petty cash and procurement documents, and support work-permit renewals.

People Operations

Support the team

• Recruitment logistics, onboarding setup, leave tracking, staff events, and distributing HR communications.

What success looks like

Nothing falls through the cracks

• Supplies never run out unexpectedly, files are where they should be, deadlines are tracked early, and confidential information is handled with discretion. You spot what needs doing before being asked.

Requirements

• Have 1–2 years in an admin, procurement, or office-support role (preferred, not absolute — strong juniors welcome).

• Are highly organized, and work with intention and real attention to detail.

• Are comfortable with Google Workspace (Drive, Calendar, Docs, Sheets) and Notion.

• Write and speak clear English and Swahili.

• Prioritize well and hit deadlines reliably.

• Are discreet and trustworthy with confidential information.

• Stay calm and reliable under pressure.

• Are eager to learn and grow with a community that’s still being built.

How to Apply

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