AI, Automation & Acquisition Administration Officer

Role Overview

This Nairobi-based position sits at the crossroads of administrative precision and digital innovation, supporting Swisscontact’s Acquisition & Services team as it prepares competitive bids, runs due-diligence checks, and keeps customer relationship data clean and reliable. Over time, the role shifts from hands-on acquisition administration toward designing and deploying AI-driven automations, so you will both keep daily operations running smoothly and help reshape how the team works by eliminating repetitive manual steps. You act as the dependable bridge between Business Development colleagues and technology specialists, ensuring documents, databases, and workflows all function without friction.

Key Responsibilities

• Prepare eligibility checklists, administrative forms, and supporting documentation required for proposal submissions and contract kick-offs.
• Coordinate signature processes, follow-up cycles, and handovers between business development and operations teams.
• Run due-diligence and capacity-assessment checks on partner organisations, capturing findings accurately and flagging risks.
• Maintain and update acquisition knowledge assets, templates, and shared repositories so the team always works from current, consistent materials.
• Carry out CRM data-quality audits, enter records during high-volume bidding periods, and keep expert and partner databases current.
• Build, test, and refine AI agents in Microsoft Copilot Studio, collaborating closely with business users to match real workflow needs.
• Design and maintain Power Automate workflows and Power Platform solutions that reduce manual effort across acquisition and institutional processes.
• Document automation solutions, contribute to internal AI and automation standards, and support secure, scalable implementation alongside the Technology team.

Requirements & Qualifications

• Bachelor’s degree or higher in Computer Science, Business Information Systems, AI Management, Digital Business, or a related discipline.
• At least three years of overall professional experience, ideally combining administrative coordination with technology-focused tasks.
• A demonstrated enjoyment of structured administrative work, including document management, activity coordination, and meticulous process handling.
• Practical, hands-on familiarity with Microsoft Power Platform and Copilot Studio, including building agents and automation flows.
• Comfort working with CRM systems; prior exposure to Microsoft Dynamics 365 is a strong advantage.
• Meticulous attention to detail, particularly when reviewing legal documents, handling data, and meeting strict deadlines under pressure.
• Analytical thinking with the ability to translate business needs into clear technical requirements and practical solutions.
• Proficiency in MS Office applications, especially Word, Excel, PowerPoint, and SharePoint.
• Excellent spoken and written English at C2 level; French or Spanish language skills are a plus.
• Strong communication skills, with confidence engaging both business stakeholders and technical specialists.

What We Offer / Why Join

Swisscontact provides attractive working conditions within an international, multicultural environment that values mutual respect, trust, and teamwork. You will benefit from an agile organisational culture where joint effort is the norm, and the organisation is committed to equal opportunity and welcomes applicants from all backgrounds. This role offers a unique chance to grow from an administrative backbone role into a hands-on automation builder, with direct exposure to global business development processes and emerging AI tools.