Administration Assistant

Role Overview

As the Administration Assistant at Oya Microcredit Limited, you will be the first face clients encounter and the organisational anchor that keeps daily office operations running smoothly. Reporting directly to the Chief Executive Officer, you will balance front-desk hospitality with executive-level administrative support, ensuring that every visitor, call, and document is handled with professionalism and confidentiality. Your work directly shapes the client experience and helps leadership focus on strategic decisions rather than logistical distractions.

Key Responsibilities

• Manage the front office by welcoming clients, guests, and partners warmly while maintaining a professional and organised reception environment.
• Screen, log, and route incoming telephone calls and digital inquiries to the appropriate team members, ensuring timely and courteous responses.
• Maintain visitor access registers and oversee security protocols at the reception area to uphold the safety and integrity of the workplace.
• Prepare, proofread, format, and archive corporate correspondence, internal memos, official letters, and operational reports for executive and departmental use.
• Establish and maintain efficient physical and electronic filing systems for secure retrieval of documents, including sensitive client financial records.
• Monitor office supply inventories, track usage trends, and coordinate replenishment orders to prevent workflow interruptions.
• Schedule and coordinate executive meetings, client appointments, and internal briefings, while managing meeting logistics and tracking follow-up action items.
• Serve as the liaison for external vendors, utility providers, and maintenance contractors, and support the planning of corporate functions and board meetings as needed.

Requirements & Qualifications

• Bachelor’s Degree in Business Administration, Management, Commerce, or a related business field from a recognised university.
• Minimum of two years of hands-on experience in office administration, corporate reception, or front desk management.
• Proven ability to manage front-office operations independently and handle multiple administrative tasks simultaneously.
• Full professional fluency in written and spoken English.
• Strong working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Excellent interpersonal, communication, and active listening skills, with the ability to manage conflicts calmly and professionally.
• Demonstrated integrity, discretion, and sound judgment when handling confidential company and client information.
• Strong organisational, time-management, and problem-solving abilities with meticulous attention to detail.

What We Offer / Why Join

This is a full-time position based in Nairobi, Kenya, offering a remuneration package that is confidential and aligned with market standards. You will work Monday to Friday from 8:00 AM to 5:00 PM, gaining direct exposure to executive leadership within a banking and microfinance environment. This role provides an opportunity to build a solid administrative career while contributing to the smooth operation of a client-focused financial services organisation.