Administrative Coordinator

The job

ACAPS is a complex, agile, global, remote organisation. We have roughly 70 people spread across 10+ countries. As our Administrative Coordinator, you play a vital role at ACAPS by making sure our day-to-day administrative processes run smoothly. You enjoy solving the many and diverse challenges and surprises that come at any admin team. Your support to the organisation enables us to focus on our goal: To provide clear and timely analysis that helps change the outcome of humanitarian crises. 
What you'll do

• Procurement. You handle the procurement requests globally. You work together with the requesters to make sure that they get what they need in an easy and effective way. At the same time, you ensure that we meet all our donor and process requirements and that our purchases are both high quality and cost effective.
• Administration. You execute and optimise our global administrative processes. These include but are not limited to processing of invoices, contracting and archiving. You make sure everything is done on time, that all details are correct and that everything is where it should be. 
• Travel. You assist with travel requests as and when they come in, ensuring that travel is done safely, cost effectively and comfortably. You help optimise our processes as needed.
• Office Administration. Where we have local offices or co-working spaces, you take care of their needs. This can be anything from supplier contracting to helping with local paperwork to organising office events. In as far as possible, you do this for every office n needed, regardless of your own physical location. 
• On call roster. The admin team is the first point of contact for our on-call roster during working hours. When you are on call, you ensure that requests are answered promptly and that information is passed to the right person internally. 

Specifics for the CrisisinSight team
As well as supporting the global admin processes, you will spend roughly 50% of your time supporting our largest team, the CrisisinSight (CiS) team, with specific tasks.   

• Recruitment and procurement support: Assist with recruitment and consultant/service provider procurement processes, including drafting and coordinating inputs for terms of reference, supporting onboarding of new staff and consultants.
• General coordination: Schedule and book internal and external meetings, maintain an up-to-date stakeholder list and prompt the team on follow-ups and engagement, organize documents, and keep accurate documentation and an up-to-date filing system.
• Reporting and MEL support: Support reporting and monitoring, evaluation and learning (MEL) processes by coordinating inputs, collecting data from internal stakeholders, and reviewing and drafting content where needed.

In addition to the above, everyone at ACAPS is expected to help out - as needed and within reason - with tasks that may not be a regular part of their normal job description.

Your profile

• You have a Bachelor's degree plus at least 5 years' relevant work experience in administration. 
• You have worked for international organisations before, covering admin in at least 3 different countries remotely. 
• Experience with procurement in a donor driven organisation is a must. Experience in the humanitarian or development sector is a plus. 
• You have excellent communication skills in English, both verbally and written.
• You enjoy supporting people and solving problems to make their lives easier. You thrive in complex, slightly chaotic environments. 

Deliverables

Why us?

We offer a competitive salary and benefits package, including a monthly gross salary of KES 207,523, comprehensive medical cover for you and up to three dependents, Group Life Assurance, a pension scheme, a 10% monthly Cost of Living Adjustment (COLA), a communication allowance, and an annual leave allowance equivalent to 25% of one month's basic salary, paid in December.
Beyond financial benefits, we offer flexible working arrangements and a culture built on trust, collaboration, and professionalism, creating an environment where high performance, professional growth, and personal wellbeing go hand in hand.

How to apply

Contact information

Interested candidates should submit their application via the appropriate channel. Applications will be reviewed on a rolling basis, early applications are strongly encouraged.

Vetting

About us

ACAPS believes that evidence must be at the heart of humanitarian action and together with our partners we turn data into decisions that truly matter. We cut through the noise and make sense out of chaos. We analyse complex data and provide clear insights so that decision-makers can take the best possible course of action.

We do this by:

• Providing independent analysis that helps humanitarians make informed choices.
• Deploying experts to support assessments and analysis in crisis.
• Driving innovation to collect better, faster, and more reliable data.

We have embarked on a new exciting chapter building up our independent organisation. That’s why we’re looking for builders, problem-solvers, and innovators, people who thrive on challenges, love creating structures out of complexity, and are excited to be part of something new and impactful.

If that sounds like you, we’d love to have you on this journey!