Administrative Assistant

The U.S. Embassy in Nairobi is seeking a highly organized and detail-oriented Administrative Assistant to support the Permanent Representative, Deputy Representative, and senior staff at the United States Mission to the United Nations (USUN). This role offers an exciting opportunity for professionals seeking administrative assistant jobs in Nairobi, executive support roles at international missions, or diplomatic support careers within U.S. government agencies abroad.

Key Job Information

• Position: Administrative Assistant, USUN (USEFM)
• Location: Nairobi, Kenya
• Series/Grade: FP-0105, Grade 7
• Salary: Not Specified (determined by Washington D.C. for FS positions)
• Work Schedule: Full-time (32 hours per week)
• Promotion Potential: FP-7
• Appointment Type: Permanent, definite not to exceed 5 years
• Security Clearance Required: Secret/Confidential
• Open Period: 30 December 2025 – 11 January 2026

About the U.S. Embassy Nairobi

The U.S. Mission in Nairobi plays a pivotal role in fostering diplomatic relations, supporting U.S. policy objectives at the United Nations, and advancing international cooperation in Kenya. Careers at the U.S. Embassy offer a dynamic, multicultural environment where employees engage with high-level diplomats, international organizations, and global stakeholders to execute strategic initiatives and policy goals.

Working with the U.S. Embassy provides professionals with unique exposure to international diplomacy, high-level administrative operations, and mission-critical support functions that ensure the smooth execution of U.S. engagement at the United Nations. Administrative assistant roles within the Mission are essential in maintaining operational efficiency, supporting diplomatic staff, and facilitating cross-cultural coordination across global offices.

Job Description

The Administrative Assistant supports intensive diplomatic engagements by providing executive-level administrative assistance to senior staff, including the Permanent Representative and Deputy Representative. This position involves daily interactions with foreign delegations, United Nations officials, and service providers in alignment with the Mission’s objectives.

Key responsibilities include organizing logistics for high-level U.S. delegations attending UN meetings, drafting diplomatic correspondence and accreditation letters, coordinating ambassadorial events, maintaining databases of contacts, and ensuring office supply inventories are adequately stocked. The Administrative Assistant also manages scheduling, timekeeping, motor pool requests, travel orders, and vouchers for mission staff, ensuring seamless day-to-day operations.

Key Responsibilities

• Coordinate logistics for high-level U.S. delegations and ambassadorial representation events.
• Draft diplomatic correspondence, accreditation letters, and other official documentation.
• Maintain and update contact databases for the Mission.
• Manage office supply inventories and request equipment repairs or servicing as needed.
• Maintain calendars, schedule meetings, and coordinate motor pool requests for senior staff.
• Prepare travel orders, travel vouchers, and representational expense documentation.
• Support sensitive administrative tasks requiring discretion, professionalism, and accuracy.

Required Qualifications

Experience

• At least three years of professional office experience as an Executive Assistant or in a comparable administrative role.

Education

• College degree required.

Job Knowledge and Skills

• Knowledge of basic diplomacy, including interactions between embassies and international organizations.
• Proficiency in word-processing and spreadsheet programs (MS Word, MS Excel).
• Comfortable liaising with senior U.S. officials, foreign delegations, and UN personnel.
• Strong interpersonal, organizational, and administrative skills.
• Ability to learn and operate various office equipment.

Language Requirements

English level IV (Fluent) in reading, writing, and speaking is required.

Security Requirements

Applicants must be able to obtain and hold a Secret clearance. Security certifications must be successfully passed prior to appointment.

Benefits and Other Information

• EFMs (Eligible Family Members) and USEFMs may discuss benefits directly with the HR Office.
• The salary for this position is determined at the time of the conditional offer by the HR Office.
• Relocation expenses are not reimbursed, and travel is not required for this position.
• Hiring preferences are extended to qualified applicants based on status as AEFM, USEFM, or U.S. veteran preference-eligible.
• The Mission provides equal employment opportunity and fair treatment to all applicants without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

How to Apply

Interested candidates seeking administrative assistant jobs in Nairobi, executive support careers, or USEFM positions at the U.S. Embassy should apply through the official U.S. Embassy Careers portal at https://ke.usembassy.gov/jobs/. Click “ERA site” under Job Openings. Applicants must submit the following documents:

• Copy of Orders/Assignment Notification or equivalent
• DD-214 or equivalent veterans’ documentation (if applicable)
• SF-50 (if applicable)
• College Degree

Applicants selected for an interview will be contacted via email. For further information, contact the Human Resources Office at [email protected].