VACANCY ANNOUNCEMENT FOR THE POST OF 
ADMINISTRATIVE AGENT

REF. ECHO/AA/NRO 

To join DG ECHO in Nairobi, Kenya 

The European Commission’s Directorate General for European Civil Protection and Humanitarian Aid Operations (ECHO) funds relief operations for victims of natural disasters and conflicts outside the European Union. DG ECHO works with about 200 operational partners, including United Nations agencies, the Red Cross/Crescent movement, and non-governmental organisations (NGOs). Aid is channelled impartially, straight to victims, regardless of their race, ethnic group, religion, gender, age, nationality, or political affiliation.

DG ECHO is recruiting one National Staff to be based in Nairobi (Kenya) as an Administrative Agent, for its Nairobi Regional Office.

Duties & Responsibilities:

The jobholder supports the work of the Administration and Finance team and/or ensures receptionist functions in the Office. The jobholder commits to strict confidentiality, and s/he will be responsible for the following tasks, among others:

• Follows and registers incoming correspondence and communications from the team members. Ensures that replies are sent in a timely manner. Keeps record of all mail sent and all documents given for signature and/or information to the EU Delegation.
• Drafts standard and administrative correspondence. Corrects written materials prepared by other staff members as regards format and spelling. Photocopies and collates documents as requested.
• Creates and maintains the filing and reference systems in conformity with the criteria applicable under various procedures.
• Ensures efficient and effective internal and external communication.
• Helps in scheduling meetings.
• Maintains the stock, distributes stationery supplies, and updates the stock cards, as appropriate.
• Monitors all visitors to the office, issues identification cards to them, and directs them to the relevant staff/meeting room as appropriate.
• Manages and operates the central switchboard, answering the telephone, responds to routing requests for information.
• Receives, registers and dispatches all office communication by ARES, email, post, diplomatic pouch, express airmail and telephone.
• Updates office the staff contact list on a regular basis and circulates it to all staff.
• Follows up the staff planning table (staff annual leave, sickness, unjustified absences, training) and prepares monthly reports
• Follow up on protocol issues (visa requests, travel permits, stay permits, car registrations, etc) in the absence of the protocol officer.

A detailed Terms of Reference (including competencies required and more detailed information on the tasks) is available at: https://www.eeas.europa.eu/eeas/vacancies_en?f%5B0%5D=vacancy_site%3AKenya&s=352 

Required Qualifications:

• Education: Minimum of a Diploma in Secretarial and/or Administration.

Knowledge and experience:

• Minimum 3 years of relevant experience in similar position.
• Previous experience in an NGO, a donor or a national/international organisation is an advantage.
• Experience in handling protocol matters.
• Good communication and drafting and skills.
• Ability to work in a multicultural environment.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Languages:

• An excellent command of English (written and oral) is required.
• An excellent knowledge of Swahili.
• Knowledge of French is an asset.

Required Competencies:

• Working and communicating effectively with people: ability to communicate, support and work effectively with colleagues and teams to achieve collective goals. Building and maintaining excellent relationships with colleagues and partners.
• Achieving impactful results and quality: ability and commitment to organise and perform the job to the highest standards, delivering consistent results and striving for quality assurance.
• Understanding of the humanitarian and DG ECHO way of working: ability to support DG ECHO's mandate, strategies and operations, to ensure policy compliance and in particular the correct use of the Key Results Indicators (KRIs), and to ensure DG ECHO's visibility. Ability to ensure the correct application of DG ECHO guidelines and procedures in all the decisions taken.
• Demonstrating exemplary attitudes and behaviours: commitment to act in line with DG ECHO and humanitarian values, demonstrating the required and exemplary attitudes necessary for the Field Network.

How to apply:

Applications, including a cover letter, a detailed CV, copy of education certificate/ diploma/ degree, and copies of relevant past employment certificates, should be uploaded at https://ats.flexi-personnel.com/jobs/ by 02/06/2026 at 18:00h. This position is open to nationals and other residents of Kenya with valid permanent residence permits.

DG ECHO applies a policy of equal opportunities. Our recruitment policy is based on respect for diversity and on maintaining the gender balance. Our human resources management provides for balance between professional and private life, and support for training and developments opportunities.

For information, the employment conditions that could be proposed include an initial contract of one year with the possibility of renewal subject to a 3-month probationary period and following a positive annual evaluation. As an indication, the monthly basic salary range is KES.148,195/- (minimum corresponding to 3 years’ experience and subject to local tax law). The salary will be adapted according to the exact duration of relevant professional experience supported by a work certificate (one year of relevant experience account for one step in DG ECHO’s salary grid). In addition to this, the employee will also receive disability/retirement allowance, 13^th month salary as well as a medical coverage. 

DG ECHO’s employees are bound by the National Staff code of conduct which is available on the link: https://ec.europa.eu/echo/system/files/2019-09/code_of_conduct_for_national_staff.pdf

Only the short-listed candidates will be contacted. Candidates who are not contacted by 31/07/2026 should consider that they have not been selected.  Any form of canvassing, soliciting, or influencing will be treated as grounds for disqualification.

Shortlisted candidates who are successful in the written test and who make it to the oral interview phase but are not to the final selection, could be included (depending on the results of the oral interview) in a reserve list and can be considered if a new procedure takes place for a similar post within the next 12 months.

“Any processing of your personal data will be done in accordance with the applicable EU legislation (Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data.” The privacy statement can be found on DG ECHO’s website.

  https://ec.europa.eu/echo/system/files/2020-01/privacy_statement_recruitment_ns_final_version.pdf

Note: Your profile and documents will be deleted from our ATS after 3 months as it’s a requirement from ECHO.