Administrative Assistant

Requisition ID37051Office CountryKenyaOffice CityNairobiDivisionBanking Countries of OperationsContract TypeRegularContract LengthPosting End Date04/10/2026As this role involves collaboration with international teams, we kindly ask that you submit your resume in English.Purpose of JobWe are currently recruiting and Administration Assistant in our Resident Office in Nairobi, Kenya. The Assistant provides administrative support to staff, including travel arrangements and secretarial assistance in project preparation.Accountabilities & ResponsibilitiesScreen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service.Distributions of mail, sending out fax messages ensuring the correct correspondence gets to the correct EBRD staff member.Manage the diaries of the Bankers if required to assist with the smooth running of the office and key stakeholder’s schedules.Proof read and draft routine business correspondence for Banker’s signature, editing, photocopying, scanning and binding documents;Organising conference calls, video conferences, external and internal meetings;Travel arrangements for various business trips, including visas arrangements and preparation of ECFs and following up reimbursement processProviding administrative support in project preparation/ due diligence/ monitoring: updating projects databases and filing project documents, preparation of contract request forms, communication with TC teamMaintaining the filing system to ensure instant retrieval of up-to-date information (Project link)updating DTM entries as per the OPSCOM minutes and memo;OpsCom preparation: video-link organising.Assist in the organisation of workshops and seminars, preparing presentations for internal and external meetings;Working with visiting missions in the related areasTo replace receptionist in her absenceAd-hoc other secretarial and administrative duties when required.Depending on RO to assist two-three lawyers and deal with OGC related issues particularly processing of POAs related to the project; processing of legal documentation, safekeeping; completion of OGC formsTranslation of short documents (max. 1,5-2 pages)Depending on RO working with petty cash payments can be requiredDepending on RO may be assigned to coordinate in visa/registration issues, liaise with the MFAResonsibilities relating to finance and SAP supportKnowledge, Skills, Experience & QualificationsAcademic QualificationsHigher educationFluent English, with excellent written and oral communication skillsExperience/KnowledgeSecretarial and administrative experience essentialGood organisational skills, proactive and flexible attitude to work essential.Ability to prioritise own work and to work on own initiative.Good communications skills, including pleasant and efficient telephone mannerAttention to detail and eye for accuracyAbility to cope well under pressureAbility to build effective working relationships with clients and colleagues in a multicultural environmentConscientious, reliable and flexible with a professional and helpful attitude.Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.Willing to work overtime as and when required, sometimes at short notice.Ability to multi-task while remaining calm and professional and a capacity for hard work.Excellent interpersonal manner, including tact and diplomacy.Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.Ability to take on responsibility.Excellent time-keeper.Technical SkillsComputer literate: Windows XP: Microsoft Outlook, Word, Excel, PowerPointWhat is it like to work at the EBRD? / About EBRDOur agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in.At EBRD, our Values – Inclusiveness, Innovation, Trust, and Responsibility – are at the heart of how we work. We bring these to life through our Workplace Behaviours: listening well and speaking up, collaborating smartly, acting decisively with full commitment, and simplifying to amplify our impact. These principles shape our culture and define our success. We seek individuals who not only share these values but are also committed to embedding them in their daily work, fostering a positive and high-performing environment.The EBRD environment provides you with:Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in.A working culture that embraces inclusion and celebrates diversity. Our workforce reflects a broad range of backgrounds, perspectives, and experiences, bringing fresh ideas, energy, and innovation and enhancing our ability to serve our clients, shareholders, and counterparties effectively.A hybrid workplace that offers flexibility to teams and individuals; that is based on trust, flexibility and connectedness.An environment that places sustainability, equality and digital transformation at the heart of what we do.A workplace that prioritises employee wellbeing and provides a comprehensive suite of competitive benefits.Diversity is one of the Bank’s core values which are at the heart of everything it does.  As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, gender identity, sexual orientation, age, socio-economic background or disability.Please note, that due to the high volume of applications received, we regret to inform you that we are unable to provide detailed feedback to candidates who have not been shortlisted (for further consideration). Job Segment:Secretary, Administrative Assistant, Bank, Banking, Sustainability, Administrative, Finance, Energy Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.