Africa Administrative Assistant

Assignment Purpose: Provide part-time administrative support including scheduling, meeting coordination, event planning, and communications support.

Duration: 12 months , part-time

Location: Nairobi, Kenya: Remote

Job Description and Project Background

The Global Buildings Performance Network (GBPN) is a globally and regionally focused non-government not-for-profit organisation whose mission is to provide policy expertise and technical assistance to advance building energy performance and realise sustainable built environments for all. With staff members located around the World in Indonesia, India, Australia, Africa and Europe, GBPN brings over 10 years of knowledge and innovation to sustainable building policy reform. With every project, governments leverage our intellectual capital, our experience, analysis, evidence and our network.

GBPN’s goal is to contribute to the building sector achieving its full energy savings and CO2 mitigation potential of more than 2.1 Gt by 2030. To do that, GBPN assists governments and industry to implement climate change actions in their building sectors that help achieve their commitment to the Paris Climate Agreement and Sustainable Development Goals (SDG).

In Africa, GBPN is pioneering its activities with an initial focus on fast-growing areas including Kenya. The Africa office is rapidly expanding, and GBPN is seeking an Africa Administrative Assistant to support day-to-day administrative activities, project coordination, and communication tasks across a range of engagements. The assistant will play a critical role in organizing schedules, planning meetings and events, and supporting communications sections of the office. The role requires strong organizational skills, responsiveness, and the ability to manage administrative tasks independently. This is a part-time, remote role.

Scope of Assignment and Deliverables

• Administrative tasks:
  • Schedule and coordinate meetings and calls across multiple calendars.
  • Plan and track event and workshop logistics, invitations, and follow-ups.
  • Prepare and organize documents, meeting agendas, and presentations.
  • Maintain an orderly filing system and update shared folders regularly.
  • Supporting project teams on Google Drive (using the standardized project structure and ensure all relevant documents are updated)
• Communications tasks
  • Support the execution of Africa communications activities including development of visually engaging graphics using Canva or similar design platforms.
  • Support Project Managers in accessing and effectively applying key tools: Project Concept Note, Project Design Template, Donor Reporting Template, Project Closeout Checklist and Evaluation Tools, Project Management SOPs, etc
• Coordination
  • Maintain smooth communication with internal teams, clients, and partners.
  • Track administrative timelines and ensure timely completion of assigned tasks.
  • Provide progress updates and flag any scheduling or task conflicts promptly.
  • Supporting project teams on ClickUp, as Single Point Of Contact (SPOC) including reporting, timely reminders, and aligning project
    folders with the project management structure.

Qualifications / Experience

Education:

• Minimum of a diploma or degree in any field.

Experience and Skills:

• Experience in administrative support, scheduling, and event planning.
• Strong organizational and time management skills.
• Proficiency in Google Workspace (Calendar, Drive, Docs, etc.) or similar platforms.
• Ability to use Canva or other basic graphic design tools.
• Excellent written and verbal communication skills.
• Experience using MS Office applications (Word, Excel, PowerPoint) and/or Google Suite
• Understand well how to operate Zoom and other online meeting applications
• Experience using ClickUp or other online project management applications is desirable.
• Experience supporting sustainability, climate, or nonprofit projects in the built environment is desirable.

Language:

• Be fluent in spoken and written English (GBPN´s working language is English).
• Fluency in spoken Swahili is an added advantage.

Core Competencies:

• Detail-oriented with a proactive, self-driven work approach.
• Ability to manage multiple tasks and deadlines efficiently.
• Strong interpersonal and collaborative skills.
• Responsive and able to coordinate across time zones when needed.

How to Apply:

Email below information by July 31st, 2025 to: careers@gbpn.org (include: ‘Africa Administrative Assistant’ in the email subject line) and cc rehema.kabare@gbpn.org Only short-listed applicants will be contacted.

Please provide below information in your email:

1. Your CV and a cover letter detailing qualifications to perform the role, including relevant experience, and description and/or links to similar. The preferred start date for this work is on or after August 1st, 2025
2. A proposal detailing your approach for the services and work described, including your proposed daily rate at an estimated working input of 15 working days a month for 1 year.

Conditions

This position is available for immediate commencement and is offered as an ongoing fee for service consulting contract for 15 days a month for 12 months.

The selected applicant should be available for immediate commencement and should be flexible and comfortable with remote working. Candidates located in Nairobi, Kenya would be preferred for ease of coordination with the Africa Team.

This position will report directly to the Africa Programs Assistant with guidance from the Africa Programs Lead, the Kenya Project Manager and GBPN Global Management team. GBPN offers competitive remuneration to a successful candidate.