Administration and Office SupportFull-TimeMid-level(3-5 yrs)
Job Description
In Novonesis, we know that solutions rooted in biology can help solve humanity's biggest challenges. Since we began more than a century ago, this has been our guide. It's how we've gotten so far, and it's how we'll impact the future. The Admin Assistant provides efficient administrative, office coordination, and compliance support, including vendor management and asset bookkeeping in Kenya. The role ensures the smooth running of the office and supports management and staff with professional, accurate, and timely assistance.
Key Responsibilities
General Office Administration & Visitors
Manage calendars, meetings, and general correspondence, maintaining organised digital and physical filing systems.
Handle calls, emails, and mail, directing queries appropriately to staff and ensuring all communications are timely.
Draft and issue visa invitation letters for visitors and keep accurate records.
Support all regional office management processes, including safety coordination and other ad hoc processes related to office operations in alignment with the country manager.
Support staff in activities related to office management and maintain office policies, including the management of office groceries, courier services, stationery, and work-related equipment (e.g., printers).
Office & Building Coordination
Oversee office supplies, equipment, and basic maintenance requests.
Arrange meeting rooms, refreshments, and logistics for internal events.
Liaise with building management and security or related vendors on access cards, visitor access, parking, and building issues.
Ensure compliance with hygiene, safety, and health standards both in the office and all spaces owned by Novonesis.
Vendor & Supplier Management
Maintain vendor and service provider records, source quotations, prepare simple comparisons, and submit for approval.
Manage suppliers by sourcing multiple vendors to evaluate the best value and timely service.
Liaise with finance to ensure payments are made on time and services are not impacted.
Monitor basic service levels through supplier management.
Process purchase orders and vendor invoices with finance/procurement.
Asset Administration
Maintain the asset register (IT equipment, furniture, devices).
Record asset allocations, transfers, returns, and disposals, while tagging, labelling, and conducting periodic physical asset checks.
Ensure spare laptops are in working condition.
Share updated asset information with finance for accounting and audits on a periodic basis.
Compliance & Confidentiality
Handle all information with strict confidentiality.
Follow company policies, procedures, and administrative standards.
Ensure all office-related expenses are submitted on time and assigned to the correct cost owners.
Regional Initiatives
Lead or participate in regional initiatives including employee activities, event booking for team meetings, and other regional activities requiring support in Africa.
Work with other administrative staff across Africa to set up or optimise processes for similar tasks.
CARE (CSR) Coordinator
In partnership with our team in Kenya, identify CARE projects that align with established company standards.
Drive the successful execution of these CARE projects with strict protocol compliance and a focus on delivering impactful outcomes.
Qualifications & Experience
Degree or diploma in Office Administration, Business Administration, or a related field is an advantage.
Approximately 4-6 years’ experience in an administrative or office support role.
Experience in vendor coordination, asset tracking, and basic compliance administration.
Skills & Competencies
Strong organisation and time-management skills.
Excellent written and verbal communication.
High attention to detail and accuracy.
Proficient in MS Office.
Professional, service-oriented, and able to work independently.
Discreet, trustworthy, and comfortable working with confidential information.
How to Apply
Interested and qualified candidates should apply online through the Novonesis Workday portal. Ensure you submit your application before the deadline.
How to Apply
Interested and qualified candidates can apply through the official Novonesis recruitment portal on Workday by visiting: Novonesis Workday Application. Ensure you complete your application by April 8, 2026.
.gif){kind=logo}
.jpg){kind=logo}