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.