VACANCY ANNOUNCEMENT FOR THE POST OF ADMINISTRATIVE AGENT: REF. ECHO/AA/NRO

ADMINISTRATIVE AGENT - NAIROBI REGIONAL OFFICE Company: DG ECHO (Directorate General for European Civil Protection and Humanitarian Aid Operations), European Commission Position Reference: ECHO/AA/NRO Location: Nairobi, Kenya Position Type: National Staff Application Deadline: 20.05.2026 ABOUT THE ROLE The Directorate General for European Civil Protection and Humanitarian Aid Operations (DG ECHO) is seeking a dedicated Administrative Agent to join its Nairobi Regional Office. You will be the backbone of our administrative operations, supporting the Administration and Finance team while ensuring seamless office management and reception services. DG ECHO works at the heart of humanitarian response, funding critical relief operations for victims of natural disasters and conflicts outside the European Union. We partner with approximately 200 operational partners, including UN agencies, the Red Cross/Crescent movement, and non-governmental organisations to deliver impartial aid directly to those who need it most, regardless of background or circumstances. KEY RESPONSIBILITIES As an Administrative Agent, you will take ownership of essential office functions including: Managing all incoming and outgoing correspondence, emails, post, diplomatic pouches, and express communications through ARES and other channels. You will ensure timely responses and maintain comprehensive records of all mail and documents requiring signature or distribution. Drafting administrative and standard correspondence while proofreading materials prepared by other staff members for accuracy, formatting, and spelling. You will handle photocopying, collating, and document organisation as needed. Creating, maintaining, and organising filing systems and reference materials in accordance with established procedures and criteria. Serving as the office receptionist, welcoming visitors, issuing identification cards, and directing them to appropriate staff and meeting rooms. Operating the central switchboard, managing incoming calls, and routing information requests efficiently to relevant team members. Scheduling meetings and coordinating the staff planning table, tracking annual leave, sickness absences, training schedules, and unjustified absences. You will prepare monthly reports on these matters. Maintaining office supplies inventory, distributing stationery, and updating stock cards accordingly. Supporting protocol matters including visa requests, travel permits, stay permits, and vehicle registrations when the protocol officer is unavailable. Updating staff contact lists regularly and circulating them throughout the office. Facilitating effective internal and external communication while maintaining strict confidentiality at all times. QUALIFICATIONS AND EXPERIENCE REQUIRED Education: Minimum Diploma in Secretarial Studies and/or Administration Professional Experience: Minimum 3 years in a similar administrative position. Prior experience working with NGOs, donor organisations, or national and international institutions is advantageous. Demonstrated experience handling protocol matters is essential. Technical Skills: Proficiency with computer systems and standard office software packages including MS Word and Excel. Strong written and verbal communication abilities with excellent drafting skills. Ability to thrive in multicultural work environments. Language Requirements: Excellent command of English in both written and oral form is mandatory. Excellent knowledge of Swahili is essential. Knowledge of French is desirable but not required. CORE COMPETENCIES You will demonstrate excellence in working and communicating effectively with diverse colleagues and teams, building strong relationships while achieving collective goals. You are committed to delivering impactful, high-quality results and organising your work to the highest standards with consistent quality assurance. You understand and support the humanitarian sector and DG ECHO's operational approach, ensuring compliance with our policies and properly implementing Key Results Indicators while advancing our mission. A comprehensive Terms of Reference with additional details on competencies and specific duties is available upon request. HOW TO APPLY Qualified candidates are encouraged to submit their applications through the official DG ECHO recruitment portal. Please ensure all required documentation is included with your application.