JOB ADVERTISEMENT – PROJECT ASSISTANT
Basic Needs Basic Rights Kenya (BNBR) is a nationally registered Public Benefit Organization (PBO)
that has been advancing mental health and well-being in Kenya since 2005. Working closely with
the Ministry of Health, communities and other key stakeholders, BNBR delivers person-centered,
rights-based and recovery-oriented mental health interventions that promote inclusion, dignity and
sustainable improvements in the lives of individuals and communities.
BNBR is seeking a highly organized, proactive, and detail-oriented Project Assistant to provide
administrative and operational support throughout the project lifecycle. The ideal candidate is
reliable, resourceful, and comfortable coordinating tasks, maintaining documentation, tracking
deadlines, and supporting project teams to ensure activities are completed efficiently and on
schedule. The position will be for an initial period of nine (9) months, effective 1st October 2026,
with the possibility of renewal subject to satisfactory performance and availability of funding.
Job Summary
The Project Assistant will provide dedicated coordination and implementation support to the
Project Coordinator in establishing the Community Mental Health Federation Forum, a national
self-regulation platform bringing together mental health organizations under the Public Benefit
Organizations (PBO) Act. The role exists to convert the Project Coordinator’s workplans into
organised, timely and properly documented implementation: coordinating meetings and
workshops with founding member organizations, government counterparts and partners;
maintaining accurate records, trackers and stakeholder information; and supporting the
monitoring, reporting and secretariat functions required to establish and operationalize the Forum.
The primary duty station will be Nairobi County, with the possibility of regular travel within the
country.
2. KEY DUTIES AND RESPONSIBILITIES
A. Federation Forum Coordination Support
• Support the Project Coordinator in coordinating day-to-day implementation of the
Federation Forum workplan across its mobilization, foundational-documents,
registration/launch and consolidation phases.
• Track progress against the approved workplan and flag slippage in activities, milestones or
deliverables to the Project Coordinator.
• Maintain and regularly update an action tracker recording decisions, commitments and
follow-up tasks arising from project meetings and consultations.
• Follow up with internal colleagues, founding member organizations and partners on agreed
action points and outstanding commitments.
• Provide continuity to routine project coordination tasks during the Project Coordinator’s
absence, escalating matters requiring a decision to the Programs Manager.
B. Meetings, Workshops and Event Coordination
• Organise logistics for alignment meetings, consultative meetings, co-creation workshops
and the national launch event, including scheduling, venue arrangements, invitations and
participant confirmations.
• Prepare and circulate meeting agendas, briefing materials and participant lists in
consultation with the Project Coordinator.
• Take and circulate minutes, resolutions and action points for project meetings, workshops
and co-creation sessions.
• Coordinate travel, accommodation and allowance arrangements for participants attending
workshops and consultations, in liaison with the Operations and Finance functions.
• Support onsite coordination during workshops, consultations and the national launch event
to ensure smooth delivery.
C. Stakeholder and Member Communication Support
• Maintain an up-to-date contact database and engagement log for founding member
organizations, government counterparts and partner organizations.
• Support routine communication with founding and prospective member organizations,
including meeting invitations, reminders and information-sharing.
• Track membership commitments, onboarding status and compliance submissions from
founding and incoming member organizations.
• Draft routine correspondence, meeting invitations and follow-up communications for the
Project Coordinator’s review.
• Support coordination with legal and sector experts engaged to support development of the
constitutive document, Code of Conduct and Sector Standards.
D. Documentation and Information Management
• Maintain organized project files and version-controlled records for the constitutive
document, Code of Conduct, Sector Standards and related governance documents.
• Compile and format drafts, revisions and validation feedback on foundational Forum
documents for review by the Project Coordinator and technical/legal experts.
• Maintain records of registration and compliance documentation required under the PBO
Act, tracking outstanding requirements.
• Organize and archive project records, correspondence and meeting documentation in line
with organizational records-management procedures.
E. Monitoring, Reporting and Learning Support
• Support compilation of data and information required for project monitoring, donor
reporting and management updates.
• Maintain records of Forum membership, compliance status and secretariat activities to
support the monitoring frameworks established during the consolidation phase.
• Support the Project Coordinator in preparing narrative progress reports, presentations and
briefs for management, donors and stakeholders by compiling inputs, data and supporting
documentation.
• Document lessons, challenges and good practices emerging from Forum-establishment
activities for the Project Coordinator’s review.
F. Logistics and Administrative Coordination
• Support procurement follow-up for workshop materials, event supplies and secretariat
requirements, in coordination with the Operations function.
• Track and compile activity-related expenditure documentation (invoices, receipts,
participant lists) to support budget monitoring by the Project Coordinator and Finance.
• Coordinate routine administrative requirements of the project, including correspondence,
filing, scheduling and follow-up on approvals.
• Support the set-up of secretariat systems and administrative processes for the Federation
Forum’s ongoing operations.
G. Programme Quality, Safeguarding and Compliance Support
• Support adherence to organizational policies, procedures and safeguarding requirements in
all project-related engagements and events.
• Flag quality, compliance or safeguarding concerns observed during project implementation
to the Project Coordinator.
• Support maintenance of accurate, complete and audit-ready project and financial
documentation in line with donor and organizational requirements.
H. Wider Programmes Department Support
• Provide administrative and coordination support to wider Programmes Department
meetings, events and initiatives as assigned by the Project Coordinator or Programs
Manager.
• Support maintenance of shared Programmes Department documentation, calendars and
action trackers.
• Provide surge support to other Programmes Department projects during peak
implementation periods, as directed by the Programs Manager, provided this does not
compromise delivery of the Assistant’s primary project responsibilities.
• Support the wider department in preparing programme reports, knowledge products and
documentation of achievements, as required.
3. ACADEMIC AND PROFESSIONAL QUALIFICATIONS
Academic Qualifications
• Bachelor’s degree in social sciences, public health, community development, project
management or a related field. A diploma-level qualification combined with substantial
relevant experience will also be considered.
• Training in project management or administration, event or logistics coordination, or office
management will be an added advantage.
Professional Experience
• At least two years of relevant professional experience in project or programme support,
administration or coordination, preferably within an NGO, donor-funded programme or
membership-based organisation.
• Demonstrated experience organizing meetings, workshops or events, including logistics,
scheduling and documentation.
• Experience maintaining project records, trackers or databases.
• Experience supporting stakeholder communication and coordination.
• Basic experience supporting monitoring, reporting or data-compilation processes.
• Exposure to the health, mental health or social-sector NGO environment will be an
advantage.
• Persons with lived mental health experience are also highly advised to apply.
Core Competencies
• Strong organizational and planning skills, with the ability to manage multiple tasks,
schedules and deadlines.
• High attention to detail and accuracy in documentation and record-keeping.
• Reliable, proactive follow-through on assigned tasks and agreed action points.
• Good written and verbal communication skills, including professional correspondence with
member organizations and stakeholders.
• Sound working knowledge of Microsoft Office/Google Workspace and digital collaboration
tools.
• Ability to work collaboratively within a team and take initiative within the scope of the role.
• Ability to work under pressure and manage competing priorities during peak activity
periods such as workshops and launch events.
Application Process:
Interested candidates should submit their applications to hr@basicneedskenya.org on or before
September 18th, 2026. Please include a cover letter, resume, and relevant certifications. Only
shortlisted candidates will be contacted for interviews.
How to apply
Qualified candidates to apply via email hr@basicneedskenya.org clearly indicating the position
they are applying for on the email subject as “Project Assistant” by COB 18th September 2026.
Due to the urgency, application will be reviewed on a rolling basis.
NB: Only short-listed candidates will be contacted.
Basic Needs Basic Rights Kenya is an equal opportunity Employer and does not
discriminate against applicants on any basis.
