20-031 | Operations Support Officer

VACANCY TITLE: Operations Support Officer

TEAM: Regional Director for Africa

LOCATION: Nairobi, Kenya

LEVEL OF EFFORT: Full time – 40 hours per week

START DATE: As soon as possible

APPLICATION DEADLINE: 17 June 2025

SALARY INDICATION: €20,000 - €25,000 (yearly base)

WHO WE ARE

The Global Center on Adaptation (GCA) is an international organization working to accelerate action on adapting to climate change. We support adaptation solutions at the international and the local levels, partnering with the public and the private sector.

Our focus is firmly on those who are most vulnerable to the effects of climate change; communities least prepared to withstand the health, social, and economic impacts of the climate emergency are our priority.

Founded in 2018, our organization operates with a unique dual-headquarters model. Our Global North headquarters is based in Rotterdam, the Netherlands, housed in the world’s largest floating office — a landmark of sustainable innovation. Our Global South headquarters is located in Nairobi, Kenya. In addition, we maintain a growing global presence with regional offices in Côte d’Ivoire, Bangladesh, and Beijing, as well as a dedicated knowledge and research hub in Groningen, the Netherlands.

Our work encompasses high-level policy development, research, agenda-setting and advocacy to drive faster and deeper climate adaptation. We collaborate closely with partners to ensure the effective and efficient delivery of results where they are most needed.

WHAT WILL YOU DO

To support the delivery of its expanding portfolio in Africa and globally, GCA is strengthening its operational capacity. We are seeking a highly motivated and experienced Operations Support Officer to join our team in Nairobi, Kenya. The Operations Support Officer is a key member of the global operations team, which comprises two operations officers based in the Netherlands, together with the Operations Support Officer based in Kenya.

You will report directly to the Regional Director for Africa and maintains a dotted-line (technical) reporting relationship to the Global Lead for Finance and Administration, to ensure operational support is aligned with organizational standards and financial and administrative protocols.

Your role is essential to ensuring the effective daily operations of the GCA Africa regional office in Kenya and supporting compliance with internal policies and national regulations. 

You will provide comprehensive operational support to the Global Center on Adaptation Africa Regional Office in Nairobi office across four key functional areas: 

Office Management and Administration 

·         Manage general office operations, including supplies, utilities, equipment, maintenance, and coordination with service providers. 

·         Act as the primary point of contact for logistical and administrative support for staff, consultants, and visitors. 

·         Maintain physical office infrastructure, ensure health and safety standards, and support business continuity measures. 

·         Coordinate local IT and facilities support in collaboration with HQ technical teams. 

·         Ensure effective document management, filing, and archiving systems (both physical and digital), in accordance with GCA policies. 

 Finance and Financial Processes 

·         Support day-to-day finance operations, including processing of invoices, expense claims, travel reimbursements, and payments, in line with GCA financial procedures. 

·         Maintain petty cash and oversee related reconciliations (if applicable). 

·         Assist with banking arrangements and coordination with local financial institutions. 

·         Prepare monthly financial reports and forecasts in collaboration with the HQ Finance team. 

·         Support budget tracking for operational expenses and ensure financial documentation is complete and compliant. 

Human Resources Coordination 

·         Support the recruitment and onboarding of locally based staff and consultants, in collaboration with the HQ HR team. 

·         Ensure accurate and confidential personnel records, including timesheets, leave tracking, and contract status. 

·         Assist with payroll coordination, liaising with local payroll providers and ensuring timely processing of statutory payments. 

·         Ensure adherence to national labor laws and alignment with GCA’s HR policies and practices. 

·         Organize staff orientation sessions and support employee engagement and wellbeing initiatives. 

Liaison with Government Authorities and Host Country Agreement 

·         Serve as the main protocol officer and liaison between GCA and relevant Kenyan authorities (e.g. Ministry of Foreign Affairs, Kenya Revenue Authority, Immigration). 

·         Facilitate the implementation of the Host Country Agreement and ensure application of relevant privileges and immunities for GCA and its staff. 

·         Coordinate issuance and renewal of visas, work permits, diplomatic IDs, and other legal documentation for international staff and dependents. 

·         Support customs clearance and tax exemption procedures in accordance with the HCA provisions. 

·         Monitor compliance with all legal and regulatory requirements related to GCA’s presence in Kenya and inform management of key developments. 

·         Bachelor’s degree in business administration, public administration, finance, HR, or a related field. A master’s degree or relevant professional certification is an asset. 

·         Minimum 5 years of progressive experience in office administration, finance, HR, and/or government liaison roles, preferably with an international organization, embassy, or NGO. 

·         Experience working with Kenyan government ministries and agencies, particularly the Ministry of Foreign Affairs and Immigration, is highly desirable. 

·         Familiarity with host country agreements and international privileges and immunities is a strong advantage. 

·         Strong organizational and time management skills. 

·         High level of discretion and ability to handle confidential information. 

·         Excellent communication and interpersonal skills. 

·         Fluency in English; proficiency in Swahili is an asset. 

·         Proficient in Microsoft Office applications and comfortable using financial or HR software. 

·         Problem-solving mindset, Client orientation and ability to work independently with minimal supervision. 

·         Commitment to diversity, equity, and inclusion. 

WHAT WE OFFER

Joining our team means contributing to our global mission on climate adaptation. You will have the opportunity to tap into the extensive expertise available at GCA and its partner organizations worldwide. Furthermore, you will play a role in shaping international policies and global action on climate change, working at the highest governmental levels, and collaborating with governments on all continents.

At GCA, we are dedicated to building a diverse and inclusive team where everyone feels valued. We warmly welcome applicants from all walks of life and do not discriminate in any of our programs or activities based on race, color, religion, sex, nationality, age, disability, sexual orientation, gender identity or expression. Join us and contribute your unique perspective to our collective success.

HOW TO APPLY

If you are interested in this position, please submit your motivation letter and CV by following the link https://gca.org/about-us/join-us/ by 17 June 2025.

Our recruitment process is designed to be both engaging and insightful. It consists of three rounds of interviews. Throughout these stages, you'll have the opportunity to connect with a diverse group of GCA team members who are eager to learn about your personality, skills, and potential. This journey also allows you to gain a deeper understanding of GCA's objectives, culture, and values. We look forward to discovering how we can achieve great things together.

All offers of employment will be subject to satisfactory references and appropriate screening checks. The Global Center on Adaptation also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.