Training & Admin Officer (Executive Personal Assistant)

The Training and Administration Officer is responsible for providing comprehensive executive, administrative, and operational support to ensure the successful delivery of internationally accredited training programmes, high-profile industry conferences, and strategic organizational initiatives. Reporting to the Executive Director, the role coordinates training administration, executive support, compliance activities, and stakeholder engagement across local and international operations. Key Accountabilities - Training Accreditation & Compliance Coordination - Manage the end-to-end IWCF (International Well Control Forum) accreditation process, including documentation submission, audit scheduling, instructor certification tracking, and renewal timelines. - Manage the end-to-end IADC (International Association of Drilling Contractors) accreditation process in parallel with IWCF, maintaining the brand's positioning as a dual-accredited provider in East and Southern Africa. - Coordinate Training and Accreditation and annual compliance filings, including trainer registration and course approval submissions. - Maintain a master accreditation tracker showing certification status, renewal dates, outstanding audit actions, and assessor/auditor correspondence for IWCF, IADC and NITA. - Liaise with training faculty and subject-matter experts to compile evidence packs (curricula, instructor CVs, facility documentation) required for accreditation submissions. - Flag accreditation risks or lapses to the Executive Director at least 60 days ahead of any renewal deadline. - Finance Administration & Regulatory Compliance - Process supplier and contractor payments, verify invoices against supporting documentation, and facilitate timely approval and payment processing. - Prepare and coordinate statutory tax filings, including VAT, PAYE, and withholding tax returns, in collaboration with external accountants and finance service providers. - Support banking administration, including bank transfers, account reconciliations, cheque preparation, and liaison with financial institutions. - Monitor accounts payable and receivable, track outstanding balances, and escalate overdue matters for timely resolution. - Maintain accurate, organized, and audit-ready financial records in accordance with the organization's document management and compliance standards. - Coordinate statutory compliance requirements, including regulatory filings, payroll-related statutory obligations, business permits, and compliance certifications. - Records & Document Management - Implement and maintain the organization’s document control standard, including version control, naming conventions, and access permissions. - Maintain both physical and digital filing systems for contracts, correspondence, training records, HR files and regulatory documents. - Ensure timely archiving and retrieval of records to support audits, tenders and board reporting. - Manage confidentiality and data protection protocols for sensitive commercial, HR and Executive Office documents. - Conference & Logistics Coordination - Coordinate venue sourcing, contracting and on-site logistics for the organization. - Manage accommodation bookings for speakers, delegates, sponsors and staff, negotiating group rates where possible. - Manage flight bookings and travel itineraries for organization, speakers and delegation members. - Source, brand and quality-check conference materials (banners, delegate packs, badges, signage) in line with brand guidelines - Coordinate staging requirements, including stage design, seating plans and technical rehearsals. - Manage delegate invitations, RSVPs and discount code administration (e.g. UN/NGO delegate discount codes such as UNHCR100). - Produce post-event logistics reports capturing attendance, costs, and lessons learned for future conference planning. - Strategic Projects Coordination - Provide administrative and coordination support for strategic organizational initiatives. - Track project milestones, deliverables, and implementation timelines. - Support stakeholder engagement and partnership activities. - Property & Facilities Administration - Coordinate the administration of organizational facilities and assets. - Manage maintenance schedules, service providers, and vendor relationships. - Maintain accurate records relating to facilities management and asset administration. - Executive Support - Manage the Executive Director's diary, scheduling meetings, resolving conflicts, and preparing daily/weekly briefing notes. - Prepare correspondence, letters and communications requiring a formal or diplomatic register, including to embassies, government agencies and corporate partners. - Coordinate travel logistics, visas and protocol arrangements for the Executive Director's local and international engagements. - General Office Administration - Manage office supplies procurement, courier/dispatch services, and vendor relationships for general office needs. - Support onboarding logistics for new staff, interns and consultants. - Provide administrative support to internal team restructuring processes, including preparation of memos and communications. - Undertake any other administrative duties reasonably assigned by the Executive Director.

- Bachelor's degree in Accounting, Business Administration, Office Management or a related field (the incumbent's original entry point as a Legal Intern is recognized as a valid pathway into this role). - Minimum 2-3 years' experience in an executive assistant, office administration, or training coordination role. - Experience working with an energy, mining, professional services or membership-organization environment is an added advantage. - Working knowledge of Kenyan tax and regulatory compliance requirements (KRA, NSSF, NHIF/SHIF) is strongly preferred. - Familiarity with training accreditation processes (IWCF, IADC, NITA or equivalent international training bodies) is an advantage; willingness to develop this expertise is essential. - Experience with accounting/bookkeeping platforms (e.g. Zoho Books) is an advantage. - Demonstrated experience coordinating multi-stakeholder events or conferences. - Excellent written English with the ability to draft formal and diplomatic correspondence. - High attention to detail and accuracy, particularly for financial, tax and accreditation documentation. - Strong organizational and multi-tasking skills, able to manage competing deadlines across finance, training, events and executive support. - Professional, diplomatic communication style suited to engagement with government officials, diplomats, sponsors and senior executives. - Proficiency in Microsoft Office / Google Workspace; adaptability to new digital tools and platforms. - Cultural fluency in cross-border working relationships. - Calm, solutions-oriented approach under the pressure of live event logistics.