Administration Officer

Role Overview

This Administration Officer position sits at the heart of a multinational textile trading company’s Nairobi branch, ensuring that daily operations run smoothly while supporting the Branch Manager across a wide range of administrative, financial, and logistical duties. You will act as the operational backbone of the office—managing supplier relationships, tracking financial documents, coordinating executive travel, and liaising with local authorities—so that the branch can focus on its import-export activities without disruption. The role is ideal for a detail-driven professional who thrives on variety and takes ownership of office systems end to end.

Key Responsibilities

• Run the day-to-day administrative operations of the Nairobi branch, keeping the workplace organised, functional, and prepared for both routine activity and senior-level visits.
• Maintain and replenish office supplies, stationery, and equipment inventories with an eye on cost control and timely availability.
• Coordinate with external vendors, contractors, and facility service providers to ensure utilities, maintenance, and workplace infrastructure remain reliable.
• Manage both electronic and physical records for contracts, official documents, and confidential files, ensuring easy retrieval and secure storage.
• Support financial administration by logging branch expenses, tracking invoices, and following up on outstanding payments alongside external accounting partners.
• Act as the branch’s liaison with government offices, banks, and municipal bodies for permits, licences, work permits, and business visas, keeping all compliance documents current.
• Arrange complete travel logistics for local and international staff, including flights, hotels, ground transport, and detailed itineraries, and coordinate hospitality for visiting executives and overseas clients.
• Prepare schedules, meeting agendas, progress reports, and executive summaries for the Branch Manager to present to corporate leadership, and carry out additional operational assignments as needed.

Requirements & Qualifications

• A Bachelor’s Degree in Business Administration, Commerce, Business Management, or a related field.
• 3 to 5 years of hands-on administrative and operational experience, ideally within a multinational, trading, or import-export organisation.
• Practical command of Microsoft Office applications—Excel for tracking logs, Word for documentation, and PowerPoint for presentations.
• Excellent written and spoken English for professional internal and external communication.
• Strong organisational precision, with the ability to manage multiple priorities, maintain complex filing systems, and meet deadlines independently.
• A proactive, problem-solving mindset capable of resolving vendor issues, logistical delays, or administrative bottlenecks quickly.
• High integrity and discretion when handling confidential contracts, regulatory files, and financial records.

What We Offer / Why Join

Joining this multinational textile trading firm means becoming part of an international commercial network where your administrative skills directly support cross-border business activity. You will gain exposure to branch-level management, corporate reporting, and regulatory processes that build a strong foundation for future career growth. The role offers a competitive gross monthly salary of Ksh 60,000 to 70,000, along with the opportunity to work in a dynamic Nairobi-based environment alongside experienced leadership.